MS Office Forum / Word / Numbering / January 2005
Two Sets of OutLine Numbering in One Document
|
|
Thread rating:  |
Allison Orange - 19 Jan 2005 18:59 GMT We are using Word 2002 and are trying to have two separate outlines with differing formats in the document. For the first outline, we used Shauna Kelly's great instructions for associating the headings styles with the outline levels. Now we need a second outline for the appendix of the document and it has a different format.
I have tried several different ways to accomplish this, including a list style, and modifying one of the choices in the outline numbered gallery. When I modified one of the gallery, I chose one of the top three as opposed to one of the bottom four, since it was my understanding that the bottom four were associated with the headings styles. Whenever I would go in to the gallery, it would've switched back to one of the bottom four, not a good sign. Eventually the numbering in the document seemed to be damaged.
My question is, what is the best way to have a second outline in a document that you do not want associated with your heading styles?
Suzanne S. Barnhill - 20 Jan 2005 00:14 GMT See http://www.ShaunaKelly.com/word/numbering/NumberingAppendixes.html
 Signature Suzanne 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.
> We are using Word 2002 and are trying to have two separate outlines with > differing formats in the document. For the first outline, we used Shauna [quoted text clipped - 12 lines] > My question is, what is the best way to have a second outline in a document > that you do not want associated with your heading styles? Allison Orange - 20 Jan 2005 16:53 GMT I am working my way through these instructions with our document. What I have done so far is to follow Shauna's first set of instructions for outline numbering for heading styles 1 through 5, defined through heading 1 style's numbering. I associated heading 1 with level 1, heading 2 with level 2, etc. I gave that numbering scheme the name SOPOutline.
I then set up heading styles 6 through 9, defined through heading 6 style's numbering. I associated heading 6 with level 1, heading 7 with level 2, etc. This seemed to be what the document you included below indicated. I gave that numbering scheme the name ExhOutline.
When I go into outline numbering from heading 1, I see one choice in the gallery and when I go into outline numbering from heading 6, I see a different choice in the gallery selected. Is this correct, or have I already done something wrong?
Any help is greatly appreciated! We do this frequently and I want to help our users get it right.
Allison Orange Systems Project Administrator Florida Public Service Commission
> See http://www.ShaunaKelly.com/word/numbering/NumberingAppendixes.html > [quoted text clipped - 17 lines] > document > > that you do not want associated with your heading styles? Suzanne S. Barnhill - 20 Jan 2005 17:53 GMT If you read Shauna's instructions carefully, you will see that she says always to go in through the Level 1 style.
 Signature Suzanne 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 am working my way through these instructions with our document. What I > have done so far is to follow Shauna's first set of instructions for outline [quoted text clipped - 48 lines] > > document > > > that you do not want associated with your heading styles? Allison Orange - 20 Jan 2005 18:35 GMT Yes, that was my plan and the way I have done it before, but then in the new instructions she suggests making heading 6 a level 1, heading 7 a level 2, etc. How can you do that when heading 1 is level 1, heading 2 is level 2, etc. You cannot have a level associated with more than one style, can you?
Thanks, Allison
> If you read Shauna's instructions carefully, you will see that she says > always to go in through the Level 1 style. [quoted text clipped - 61 lines] > > > document > > > > that you do not want associated with your heading styles? G.G.Yagoda - 20 Jan 2005 21:22 GMT You don't have to link Heading 6 to level 1, Heading 7 to level 2, etc. You can leave them at their own levels.
The idea is that Headings 6 - 9 will provide an outline in and of themselves - one that starts with the first appearance of Heading 6. Since no level lower than 6 will appear for the rest of the document, Heading 6 will restart the other levels (and itself) as if it were Heading 1.
You don't have to base your Heading 1-9 styles on other Heading styles, either. They can be based on Normal; in that case each will be independent of one another except for the numbering function.
There are two big advantages to continuing with the Heading styles for the second outline: (1) You can automatically insert the Appendix numbers into the page numbers if necessary and (2) you don't have to go to the trouble of creating an extra list template with extra styles.
You didn't have to name the list template, although it certainly doesn't hurt and could possibly help if you get involved with VBA.
The key to setting up the Heading styles is to link each properly to its appropriate level. From there on in it's all grunt work.
Suzanne S. Barnhill - 20 Jan 2005 22:00 GMT When you go into Format | Bullets and Numbering through the Level 1 style, you can format any of the levels in the outline and link it to the appropriate style; you take care of the formatting for all the levels in a single pass.
But from your description it would appear that G. G. Yagoda is correct, and that what Shauna is suggesting here is a new, separate outline-numbered list. In that case, your Level 1 style is Heading 6, so you always format the numbering of that list by going in through Heading 6.
 Signature Suzanne 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.
> Yes, that was my plan and the way I have done it before, but then in the new > instructions she suggests making heading 6 a level 1, heading 7 a level 2, [quoted text clipped - 81 lines] > > > > document > > > > > that you do not want associated with your heading styles? G.G.Yagoda - 21 Jan 2005 13:59 GMT Since all these Heading styles are linked to the same list template, editing should be done through Heading 1 only.
Basically, there are two ways to create a second outline: (1) use up as many of the remaining Heading 1-9 styles as necessary or (2) create custom numbered styles and an extra list template.
Really, the only difference between a single outline and a first and second outline is that Heading 6 will *look* more like a Heading 1, Heading 7 more like a Heading 2, etc.
Bottom line: link all Heading styles to the same list template, go through Heading 1 for all editing. If "style based on" previous Heading style gives you a problem, base all Heading styles on Normal. Either that, or create another list template and set of outline numbering styles.
Allison Orange - 21 Jan 2005 19:55 GMT I went back and did everything through heading 1 only and it all seems to be working! Thanks to all!
Allison
> Since all these Heading styles are linked to the same list template, > editing should be done through Heading 1 only. [quoted text clipped - 12 lines] > Either that, or create another list template and set of outline > numbering styles. Margaret Aldis - 25 Jan 2005 12:12 GMT If I can add a late addendum to this thread for the archives, see
http://groups.google.co.uk/groups?hl=en&lr=&c2coff=1&threadm=ODWkQhhpEHA.3800%40 TK2MSFTNGP14.phx.gbl&rnum=1
and following for a discussion of the problems of trying to use any built-in heading style other than Heading 1 for the first level of a different list template.
Although in that thread we devised a way of using the lower level built-in headings in a separate list template, I'm inclined now to think it is much safer to use a single list template for built-in headings, and always to use match list levels and outline levels (even if the numbering formats and 'restart after's are set to create several discrete hierarchies). I think this will stop Word 'repairing' numbering and destroying one's more creative numbering inventions ;-)
 Signature Margaret Aldis - Microsoft Word MVP Syntagma partnership site: http://www.syntagma.co.uk Word MVP FAQ site: http://www.word.mvps.org
|
|
|