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MS Office Forum / Word / Long Documents / July 2005Document Map question
I am learning to use Document Map in Word 2002. It's working fine except for one annoying feature. It correctly shows the Headings I use but it also shows items formatted as "Normal" text. If I change these items to "Body text" they disappear from the Document Map (which is what I want). Maybe I am using Normal text style incorrectly. I tend to use it interchangeably with body text assuming they are really the same. I guess that must be wrong. Anyway, how do I prevent the Document Map from showing items formatted as "Normal"? Thanks.  SignatureJeff Stevens Email address deliberately false to avoid spam jeff@stevens.com Hi Jeff The fundamental issue here is that Document Map guesses and displays what it thinks is probably, more-or-less, kind of, a map of the document. If Word finds a paragraph that smells like a heading, Document Map will change the outline level of the paragraph and therefore display it in the Document Map. A short paragraph, in bold, in a larger font than normal will almost always end up being displayed in Document Map, because Word guesses that it might be a heading. As a precaution (though not a solution) do Tools > Autocorrect Options. On the Autoformat as you Type dialog, un-tick "Define styles based on your formatting". For more information see What is the difference between the Normal and Body Text styles? http://www.word.mvps.org/FAQs/Formatting/NormalVsBodyStyles.htm and How the Document Map works in Microsoft Word http://www.shaunakelly.com/word/documentmap/index.html Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word >I am learning to use Document Map in Word 2002. It's working fine except >for [quoted text clipped - 8 lines] > > Thanks. Thank you very much. SignatureJeff Stevens Email address deliberately false to avoid spam jeff@stevens.com > Hi Jeff > [quoted text clipped - 38 lines] >> >> Thanks. "Shauna Kelly" <ShaunaKelly@SendNoSpamToShaunaKelly.com> wrote in message > Hi Jeff > [quoted text clipped - 25 lines] > Shauna Kelly. Microsoft MVP. > http://www.shaunakelly.com/word Very helpful, but I have some followup questions. 1. I've finally found how to get Document Map style to show on the list so that I can modify it, but how do I get the Document Map to number the headings as shown in http://www.shaunakelly.com/word/documentmap/index.html ? When I try to modify the Document Map style to show numbers, it applies the style and numbering to the the actual text instead of just the Document Map list. Thanks foir the info on Normal/Body text. Now I understand the difference. Confusion could have been averted if Word had called "Normal" by some other clearer name such as "Base underlying style" or similar. I've changed what was styled as "Normal" to "Body text" style in the document I am now working on, but is there a way to do this rapidly in other documents where Normal style is mixed in with Headings, captions, footnotes, etc? Thank you. SignatureJeff Stevens Email address deliberately false to avoid spam jeff@stevens.com Hi Jeff Document Map will show headings as they appear in the text. So if you have numbered the headings in the text, they will appear numbered in Document Map. And if not, then not. For information about how to set up heading numbering, see How to create numbered headings or outline numbering in your Microsoft Word document http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html You can find and replace styles. To do that, do Edit > Replace. Click in the "Find what" box, and leave it blank. Click More. Choose Format > Style and choose your style (and if you have time, spend a moment wondering why that dialog box is so small!). Now, back in the Find and Replace dialog, click in the "Replace with" box, leave it blank, choose Format > Style etc. You can also assign a keyboard shortcut to a style to make it easy to apply quickly. I use Alt-bt for Body Text. To do that, Tools > Customize. Click Keyboard and follow your nose. Out of the box, most styles are based on Normal style. Bearing that in mind, the following may also be interesting for you: How styles in Microsoft Word cascade http://www.ShaunaKelly.com/word/styles/HowStylesCascade.html Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word > "Shauna Kelly" <ShaunaKelly@SendNoSpamToShaunaKelly.com> wrote in > message [quoted text clipped - 49 lines] > > Thank you. > Hi Jeff > > Document Map will show headings as they appear in the text. So if you > have numbered the headings in the text, they will appear numbered in > Document Map. And if not, then not. Ah, I was hoping (based on the illustrations) one could number the list in the Document Map while leaving the actual text alone, but I guess not. Would have been nice. SignatureJeff Stevens Email address deliberately false to avoid spam jeff@stevens.com Hi Jeff > Ah, I was hoping (based on the illustrations) one could number the list in > the Document Map while leaving the actual text alone, but I guess not. Would > have been nice. What for? I mean, the DM is not printed or anything ... Greetinx Robert Signature/"\ ASCII Ribbon Campaign | MS \ / | MVP X Against HTML | for / \ in e-mail & news | Word > Hi Jeff > [quoted text clipped - 3 lines] > > What for? I mean, the DM is not printed or anything ... Cause it would look nice to me. Don't need another reason <grin> SignatureJeff Stevens Email address deliberately false to avoid spam jeff@stevens.com Hi Jeff >>What for? I mean, the DM is not printed or anything ... > > Cause it would look nice to me. Don't need another reason <grin> OK, fair enough. I'm not sure you'd find the DM very sustainable that way. Imagine if you open up that document after a couple of months: Would you remember what heading 3.4.1 is ...? ;-) Greetinx Robert Signature/"\ ASCII Ribbon Campaign | MS \ / | MVP X Against HTML | for / \ in e-mail & news | Word > The fundamental issue here is that Document Map guesses and displays what it > thinks is probably, more-or-less, kind of, a map of the document. If Word [quoted text clipped - 7 lines] > the Autoformat as you Type dialog, un-tick "Define styles based on your > formatting". Actually, there are some solutions listed here, to fix this after the fact: http://daiya.mvps.org/docmap.htm >> The fundamental issue here is that Document Map guesses and displays >> what it thinks is probably, more-or-less, kind of, a map of the [quoted text clipped - 13 lines] > > http://daiya.mvps.org/docmap.htm Thanks. SignatureJeff Stevens Email address deliberately false to avoid spam jeff@stevens.com
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