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MS Office Forum / Word / Long Documents / July 2004Headings & Outline Styles Share Numbering Scheme
Word 2003. I'm trying to number a document like this: ============================= Table of Contents 1. Introduction.................1 2. Objective.....................4 3. Scope..........................5 4. Terminology.................6 4.1 Definitions...............6 4.2 Abbreviations.........7 ----------- 1. Introduction 1.1 This document blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah 1.2 Further, this document blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah 1.3 Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah ----------- 2. Objective 2.1 The objective is blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah 2.2 Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah ----------- 3. Scope 3.1 The scope is blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah 3.2 Blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah ----------- 4. Terminology 4.1 Definitions 4.1.1 Dead Meat: blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah 4.1.2 Red Meat: blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah blah 4.2 Abbreviations 4.2.1 AF: About Face 4.2.2 DM: Dead Meat 4.2.3 RM: Red Meat ----------- ============================= I want a single outline numbering scheme which is used by both the Heading and Outline styles. I had this working for Outline 4 but when I closed and reopened the document these paragraphs 6.1.3.1 The standard specifies ... 6.1.3.2 The service provider ... were renumbered to 1.1.1.7 The standard specifies ... 1.1.1.8 The service provider... Thanks! -- Mark Hi, Mark. Visit Word MVP Shauna Kelly's site at http://www.shaunakelly.com/word/. If you follow her instructions for creating numbered headings/outlines under "Numbering, Bullets, Headings, Outlines", you'll have a bulletproof numbering scheme. > Word 2003. I'm trying to number a document like this: > [quoted text clipped - 64 lines] > > -- Mark Hi Mark [..] > I want a single outline numbering scheme which is used by both the Heading > and Outline styles. I had this working for Outline 4 but when I closed and [quoted text clipped - 7 lines] > 1.1.1.7 The standard specifies ... > 1.1.1.8 The service provider... See: [1] Word's numbering explained (by John McGhie) http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm [2] How to do it in VBA (by Dave Rado) http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm [3] How to do it manually (by Shauna Kelly) http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html Start off with [3] and if you need to know more, then go to [1]. Greetinx .bob  Signature/"\ ASCII Ribbon Campaign | MS \ / | MVP X Against HTML | for / \ in e-mail & news | Word Robert & garfield-n-odie -- Thanks for the replies. I set up headings per Shauna's instruction. Then I set up a set of 9 styles to apply to the paragraphs. Unfortunately, Word 2003 does not allow the same "ListNum field list name" to be used for both sets of styles so the paragraph numbers have no relationship to the heading numbers. I printed & looked at the FAQ's "Word's Numbering Explained" but I didn't see anything super-helpful on first read. VBA is out because the document is going to be edited by a lot of people. Is it even possible to set up two sets of styles that share the same numbering sequence? Thanks. -- Mark > Hi Mark > [quoted text clipped - 24 lines] > Greetinx > .bob I think you're confused. You apply numbering to the heading styles, and then you use them for the outline. Outline entries don't have to be headings to use heading styles. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > Robert & garfield-n-odie -- Thanks for the replies. > [quoted text clipped - 42 lines] > > Greetinx > > .bob > I think you're confused. It's not the first time... ;-) > You apply numbering to the heading styles, > and then you use them for the outline. Outline entries don't have to > be headings to use heading styles. Background: I inherited a 129-page document, edited it down to 111 pages, then inserted about 40 more pages. The original document is extensively numbered and cross referenced: --------------------------------- 7.2 Variables 7.2.1 The names of variables in the assertion language shall consist of strings of ISO/IEC 10646-1 characters that match the "NCName" production in W3C XML Namespaces. 7.2.2 Variables whose name begins with a LOW LINE character ("_") are global variables. Any other variables are local variables. 7.2.3 Global variables shall have a lifetime that extends over the processing of an entire assertion. They may be created within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9 [....if there are further ways of creating global variables, references to the relevant subclauses should be added there]) but shall be associated with the entire assertion and shall not be destroyed until the assertion terminates. Global variables may also be created as input parameters of assertions (see 8.3.2.4). --------------------------------- Unfortunately all the numbering is by hand!! There are no number fields in the original document. There were (of course) numbering errors in the original, and now that whole sections have been deleted the numbering is pure fiction. Numbered headings exist from 1 to at least 3 levels, e.g., "5 Terminology" to "8.23.2 Semantics" Numbered paragraphs exist from 2 to at least 4 levels, e.g., "1.8 Any organization contemplating the use of test methods defined in this Standard should carefully consider ..." to "8.10.2.4 The names of all local variables of an activity (including the input and output parameters ..." The goal: To have a set of heading styles and paragraph styles which use the same numbering scheme. I tried two things. 1. I created a style called "MyPara 4" based on "Heading 4". This worked great -- there was much joy and dancing -- until I closed and reopened the document. Then this happened: >>>> 6.1.3.1 The standard specifies ... >>>> 6.1.3.2 The service provider ... [quoted text clipped - 3 lines] >>>> 1.1.1.7 The standard specifies ... >>>> 1.1.1.8 The service provider... 2. I set up heading numbering per Shauna's web site. I gave the ListNum field list the name "MyListNum". Then I tried to have "MyNewPara 1", "MyNewPara 2", ... "MyNewPara 9" use the same "MyListNum" but Word 2003 doesn't allow that. :-( What I would like to do is apply "Heading 2" and "MyNewPara 3" to the sample yielding the below (supposing it is now section 5). --------------------------------- 5.2 7.2 Variables 5.2.1 7.2.1 The names of variables in the assertion language shall consist of strings of ISO/IEC 10646-1 characters that match the "NCName" production in W3C XML Namespaces. 5.2.2 7.2.2 Variables whose name begins with a LOW LINE character ("_") are global variables. Any other variables are local variables. 5.2.3 7.2.3 Global variables shall have a lifetime that extends over the processing of an entire assertion. They may be created within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9 [....if there are further ways of creating global variables, references to the relevant subclauses should be added there]) but shall be associated with the entire assertion and shall not be destroyed until the assertion terminates. Global variables may also be created as input parameters of assertions (see 8.3.2.4). --------------------------------- I'll leave all the old numbers in the text until the cross references are fixed, then I'll delete them. Is it possible to do this, or should I just give up and make a header for each paragraph that is now numbered? Thanks. -- Mark >> Robert & garfield-n-odie -- Thanks for the replies. >> [quoted text clipped - 43 lines] >>> Greetinx >>> .bob I still believe that you can use outline numbering for all the paragraphs. Note that the numbered paragraphs don't have to be headings just because they use a heading style. Alternatively, you don't have to use heading styles; you can use the List Number series instead. Or you can mix and match. As long as they're all part of a single outline-numbered list, they will maintain the correct hierarchy and restart numbering as needed. And you can modify the styles to look any way you need them to. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > > I think you're confused. > [quoted text clipped - 144 lines] > >>> Greetinx > >>> .bob Suzanne -- Ok, I'll give it a try. Does it matter that there are quite a few bullet and numbered lists in the document? If that is a problem I may be able to add them to the heirarchy. Thanks. -- Mark > I still believe that you can use outline numbering for all the > paragraphs. Note that the numbered paragraphs don't have to be [quoted text clipped - 153 lines] >>>>> Greetinx >>>>> .bob Bulleted lists don't necessarily have to be added to the outline because their "numbering" is not an issue. Ordinary numbered lists could be included if they will always be at a certain level, just so you can set them to restart numbering after the higher level (they do not need to include any of the numbering from the higher level). Otherwise you'll have to restart them manually, but that may be necessary if they don't occur at a predictable level. Keep in mind, too, that if the numbering is fixed (won't be changing), it's sometimes easier to number such lists manually (using plain text, not autonumbering), though that makes cross-references trickier. SignatureSuzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > Suzanne -- Ok, I'll give it a try. > [quoted text clipped - 163 lines] > >>>>> Greetinx > >>>>> .bob If I understand correctly, you want to use 1 set of styles for Headings (the built-in Heading styles) and another set of styles for paragraphs that come under these headings? We have a need to do that in some of our templates where I work (e.g., specifications). Two different sets of styles are needed because we need the paragraphs to number in the same outline as the headings, but not come into the contents or have the formatting of the heading styles applied (e.g., bold, keep with next). I was able to set this up in those templates by basing each style in the second set on the Heading style at the same level, then modifying that style to format more like body text. That is, "Numbered Paragraph 2" is based on "Heading 2", "Numbered Paragraph 3" is based on "Heading 3", etc. This approach has mostly worked on a project with hundreds of employees who use these templates. It isn't totally bulletproof - users can break it. I haven't tested this in later versions of Word, but when the template was originally created in Word 97, I found that if the users accidentally caused the numbered paragraph styles to no longer number, in order to fix it I had to delete and re-create the style. Hope this helps. Regards, cjd > Robert & garfield-n-odie -- Thanks for the replies. > [quoted text clipped - 42 lines] > > Greetinx > > .bob Chad -- Comments inline. > If I understand correctly, you want to use 1 set of styles for > Headings (the built-in Heading styles) and another set of styles for [quoted text clipped - 11 lines] > Paragraph 2" is based on "Heading 2", "Numbered Paragraph 3" is based > on "Heading 3", etc. This was the first thing I tried, but when I closed and reopened the document this happened: >>>> 6.1.3.1 The standard specifies ... >>>> 6.1.3.2 The service provider ... [quoted text clipped - 3 lines] >>>> 1.1.1.7 The standard specifies ... >>>> 1.1.1.8 The service provider... Are you using Word 2003, and if so does your method work? Thanks. -- Mark > This approach has mostly worked on a project with hundreds of > employees who use these templates. It isn't totally bulletproof - [quoted text clipped - 56 lines] >>> Greetinx >>> .bob Mark, I am still on Word 2000, so it is possible you are experiencing a problem unique to 2003, or 2002 and above. However, I remember experiencing a similar problem in Word 97. I found two fixes that worked in different cases. Fix 1: put your cursor in one of the paragraphs that isn't numbering correctly. Go to Format>Bullets and Numbering. Click OK without taking any action. Sometimes this will force Word to recompute and fix its numbering. Fix 2: sometimes I found I had to reapply the Heading styles to the Heading paragraphs that preceded the problem numbering. This was a one-time fix - once it was done it stayed fixed. Hope that helps. Regards, Chad > Chad -- Comments inline. > [quoted text clipped - 90 lines] > >>> Greetinx > >>> .bob Thanks everyone! It took some doing but I got the outline numbering to work. The headings and paragraphs are in sync. I ended up with "_MyHead" 1-3 and "_MyPara" 2-5 If this is of general interest I'd be willing to put together something for posting on a web site somewhere. -- Mark
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