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MS Office Forum / Word / Page Layout / June 2004Possible to export individual styles to a template and then to import from it into a document?
We're constantly getting other departments' edits of a whole host of manuals that are produced by us. Word is esp difficult when doing clean-ups of this kind; and what also doesn't help is that in this dept, they've chosen a non-standard way of formatting for these manuals that is not very similar to what you see everywhere! <sigh> <g> I'm hoping that there's a way to create a master out of one of the clean documents we finished some time back. We would go in and carefully rename the styles as the names can vary somewhat from manual to manual even though the formatting is correct. Once that's done, and we were everything is correct, then it would be ideal if we could then just export the styles needed into a master template for the manuals and then to use that master by importing the needed styles, one-by-one or all, as the case might be, into the document we're converting to the regulation formatting. (Lordy but if that can be done, that would really be tremendous!) Is there a way to do this? I'm sorry to say that at work it's so difficult to find the time to really search for solutions to problems, but I did try although I wasn't successful in finding out if this can be done in the way we need. Can anyone point me in the right direction as to the best approach to export all needed styles to a template and then to import from it as needed?? Thanks so much! Use the Organizer to copy styles between templates. > We're constantly getting other departments' edits of a whole host of > manuals that are produced by us. Word is esp difficult when doing [quoted text clipped - 24 lines] > > Thanks so much! >Use the Organizer to copy styles between templates. Super, I can see how that would work. I don't have any templates at home that have styles in them so nothing but normal.dot shows up there, but it certainly looks promising. I wanted to add an icon to my toolbar that would bring up the organizer box directly but I didn't see it listed in the "commands" tab for customizing a toolbar. Is it there? If not, does anyone happen to know the line of VBA coding that would bring up the organizer box (it seems only available once you have the STYLES... box up, otherwise). Thanks! >> We're constantly getting other departments' edits of a whole host of >> manuals that are produced by us. Word is esp difficult when doing [quoted text clipped - 24 lines] >> >> Thanks so much! Dialogs(wdDialogOrganizer).Show > >Use the Organizer to copy styles between templates. > [quoted text clipped - 39 lines] > >> > >> Thanks so much! >Dialogs(wdDialogOrganizer).Show Kewl; thhanks. >> >Use the Organizer to copy styles between templates. [snip] If not, does anyone >> happen to know the line of VBA coding that would bring up the >> organizer box (it seems only available once you have the STYLES... box >> up, otherwise). [snip] > If not, does anyone > >> happen to know the line of VBA coding that would bring up the > >> organizer box (it seems only available once you have the STYLES... box > >> up, otherwise). > >Dialogs(wdDialogOrganizer).Show Or with the Customize Dialog Box open, go to Tools>Organizer and (holding down the Control Key so it makes a copy instead of just a move) drag it to your toolbar. You'll get to keep the Organizer icon. >> If not, does anyone >> >> happen to know the line of VBA coding that would bring up the [quoted text clipped - 6 lines] >down the Control Key so it makes a copy instead of just a move) drag it to >your toolbar. You'll get to keep the Organizer icon. That trick is just TOO kewl for words. All these years and I never knew that trick! The only hitch is that the "organizer" function isn't found under TOOLS in my version (MS Word 2000 v9.0.2720). That trick works on anything that is found under a pulldown menu but not something accessed from a pulldown, i.e., a secondary box such as the Organizer one is. To get it, I have to click through FORMAT > STYLE > ORGANIZER button. This way of using the copy-and-drag trick only works for 2 levels, not 3 like this one is. Am I missing something? Thanks! > The only hitch is that the "organizer" function isn't found under > TOOLS in my version (MS Word 2000 v9.0.2720). That trick works on [quoted text clipped - 3 lines] > button. This way of using the copy-and-drag trick only works for 2 > levels, not 3 like this one is. The only version of Word I know about is 2002, so I don't know what isn't included in 2000. This works in 2002: Tools>Customize>Commands, in the Categories: window select "All Commands" and then in the Commands: window find "Organizer". Drag it out to a toolbar. >> The only hitch is that the "organizer" function isn't found under >> TOOLS in my version (MS Word 2000 v9.0.2720). That trick works on [quoted text clipped - 12 lines] > Commands" and then in the Commands: window find "Organizer". Drag it > out to a toolbar. That should work for Word 2000 also.  Signature<>>< ><<> ><<> <>>< ><<> <>>< <>>< ><<> Graham Mayor - Word MVP Web site www.gmayor.com Word MVP web site www.mvps.org/word <>>< ><<> ><<> <>>< ><<> <>>< <>>< ><< >> The only hitch is that the "organizer" function isn't found under >> TOOLS in my version (MS Word 2000 v9.0.2720). That trick works on [quoted text clipped - 12 lines] >Commands" and then in the Commands: window find "Organizer". Drag it >out to a toolbar. YEAY, there it was! I don't know how many times I must have skipped over that one in the customize box <d'uh>! I saw the words but just never grasped the concept consciously, I guess. Got it on the toolbar now. <g I couldn't find the other msg in this thread here at the ms ng site. I have a question re Organizer. I just tried testing it and found a serious problem that I'll need to find a workaround for. Unless I'm doing something horribly wrong it seems that the styles go from a DOC to a TEMPLATE _only_. This is really tough. What is needed is for styles to be "importable" from a TEMPLATE to a DOC (although, granted, the left-hand side accepts NORMAL.DOT. But we will not be saving the highly specialized styles for the manuals in NORMAL.DOT; this would not be good. We'd save it to something like "MANUALS DEFAULT CODING.dot" or whatever. But none of the templates in the same folder with the NORMAL.DOT show up "STYLES AVAILABLE IN:" pulldown so our MANUALS one in all probability wouldn't either. So, okay, it seems that the only thing we can do for that part (though it seems excessivly silly, but what can we do??) is to open the MANUALS template and _then_ open the organizer. But I'm _STILL_ stuck, it seems with saving to NORMAL.DOT (???) <sigh> What can we do to fix this? or what am I doing wrong? Thanks! >-----Original Message----- > [quoted text clipped - 25 lines] > >. Hi Bridget You don't say which version of Word, but I think you've been misled by the behaviour of the right-hand dropdown in the dialog. Firstly, the choice you get on the left should give you the current document, the template it is attached to, and Normal.dot. Typically, if it's the current document you want to update, you can leave that side alone. On the right hand side, 'Close' Normal.dot and then click the same button (now Open). You can now browse wherever you like (you'll start in the template folder, so will probably be able to pick up your template there.) When you have the two documents/templates selected, you can copy *either way* between them. So if you want to copy from the template, select a style on the right and you will see the Copy button arrows will go right to left. It sounds like you are at the very beginning of this project and maybe don't have the whole mechanism very clear yet. Ideally, you should use the template to create new documents (which then automatically have not only the right styles, but also the right page layout etc.), rather than trying to apply a template post hoc to documents. SignatureMargaret Aldis - Microsoft Word MVP Syntagma partnership site: http://www.syntagma.co.uk Word MVP FAQ site: http://www.word.mvps.org > I couldn't find the other msg in this thread here at the > ms ng site. [quoted text clipped - 72 lines] > > > >. >Hi Bridget > [quoted text clipped - 18 lines] >right styles, but also the right page layout etc.), rather than trying to >apply a template post hoc to documents. Well, we needed the other way, ideally, to make it easier for folks to understand. I did do a no-no and spent time at work (like I would at home figuring something out). I felt it was too important. I did figure out how to do the above. It would be easier to have the template loadable on the left and the open document we're working on on the right but I'll just have to explain each time how to do the whole thing to anyone who needs to do this in future. I ended up creating the template out of one of the manuals. I just open the template and have it open as the doct rather than directing the path to it. That takes cares of what's on the left. I couldn't put the current document, the one we're trying to apply the styles to, on the right. It only allowed me to direct to it, as you all know. But I did that and then had to go and open the file, but at least it works. Again, it's way more cumbersome than it needs to be, but an even better idea is that maybe while I'm at this contract, I can just have everyone email me their doct, do this fiddle and then email it back to them to go ahead and get back to doing the actual editing as they were trying to do. However, after all the hassle of getting the whole system to work, I then tested it and saw that the whole idea of importing styles to a doct _does_ do a super fantastic job. Hallelujah! Once I play around in my spare time with finetuning the styles in the master template, it'll be the best thing we've ever had available for these complicated manuals of non-standard format. I foresee anyone being able to edit any base manual doct in this way and coming up with a much, much more precise draft closer to the correct format than ever before! If you feel you have to reapply styles post-hoc, have you tried using Tools > Templates and Add-Ins and 'Update document styles automatically'? Note that it is important not to leave this setting checked. You might also want to look into providing a simple macro to attach the correct template and update styles (or to automate the Organizer copy, if that works better for you). SignatureMargaret Aldis - Microsoft Word MVP Syntagma partnership site: http://www.syntagma.co.uk Word MVP FAQ site: http://www.word.mvps.org > >Hi Bridget > > [quoted text clipped - 52 lines] > a much, much more precise draft closer to the correct format than ever > before! >If you feel you have to reapply styles post-hoc, have you tried using Tools >> Templates and Add-Ins and 'Update document styles automatically'? Note [quoted text clipped - 4 lines] > >-- There's a thought. I'm way too much of a VB newbie to do that myself, but I'll keep it in mind. Re updating automatically, the trouble is that the styles they all use are so vastly different. The 3 documents I looked at yesterday that were completed manuals had at least 30 styles each and all quite different from each other. What it would be nice to know, and I believe it can be done, is if there is a way to, say, change all "body text 1" to "BodyTextMainPara", type of thing. The main paragraphs styles that I looked at yesterday, that all should have been identical, had a total of up to about 10 different style names attached to them (some had 3 of them within the same doct!). That tells me that more than one person edited the manual. No way to do a macro, then, for this type of thing since the style names fluctuate so much - unless the macro allowed user input to enter starting style and finishing style. But that's way beyond my VB skills, at any rate. I think that as long as I and my supervisor know how to take everyone's doct and import the correct styles to (and while we're there, delete whatever ones that were there that we can) that that's the best we can hope for with the skills we both have. >>If you feel you have to reapply styles post-hoc, have you tried using Tools >>> Templates and Add-Ins and 'Update document styles automatically'? Note [quoted text clipped - 12 lines] >were completed manuals had at least 30 styles each and all quite >different from each other. Oops, should have mentioned that this as the total number of styles on average available within each doct. And that about 5 - 10 of those were misnamed "repeats" that could later be deleted. Talk about confusing!!! I don't know how the users managed to work with these and still make an end doct that looked alright! So here's how I see our part to be - we'll import the correct styles for them and then we'll do "change this style to this style" fairly manually (though it would be neat for an "update all the styles at once", type of thing). Then we'll go back and delete all the unnecessary styles! <phew> Then send it back to them to deal with. <lol> >What it would be nice to know, and I believe it can be done, is if >there is a way to, say, change all "body text 1" to [quoted text clipped - 3 lines] >of them within the same doct!). That tells me that more than one >person edited the manual. [snip] Thanks. Styles can go from template to template, document to template, template to document, or document to document using the Organizer. You need to change which document/template is open in the dialog box. Once you have selected the styles being copied you should click on the copy button three times (overwriting existing styles if needed) to maintain links between styles being copied. See http://addbalance.com/usersguide/styles.htm. SignatureCharles Kenyon Word New User FAQ & Web Directory: http://addbalance.com/word Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) http://addbalance.com/usersguide See also the MVP FAQ: 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 couldn't find the other msg in this thread here at the > ms ng site. [quoted text clipped - 72 lines] > > > >. >Styles can go from template to template, document to template, template to >document, or document to document using the Organizer. You need to change >which document/template is open in the dialog box. Once you have selected >the styles being copied you should click on the copy button three times >(overwriting existing styles if needed) to maintain links between styles >being copied. See http://addbalance.com/usersguide/styles.htm. Thank you! |
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