Changing Outline Numbering Format

[Keith]

I'm using Word 2003 to modify and maintain a large (500+ pages)
document. I've already reformatted the document to use styles almost
entirely (almost done), but have been asked to change the styles of
the outline numbering format. I read most of the recommended FAQ
entries a while back and while I believe this reformat won't be too
difficult, I want to make sure I do this correctly.

The outline numbered option current chosen (Article 1, Chapter 1.11,
Section 1.1.1, 1.1.1.1, 1.1.1.1.1, ..., 1.1.1.1.1.1.1.1.1) needs to
change to (Article 1, Chapter A, Section 1, A, i, etc.) as well as
various paragraph/font changes.

- Should I change the Outline Numbered option (Format - Bullets &
Numbering - Outline Numbered) or just modify the currently selected
outline numbered selection? If just modify, I modify the numbering
scheme using the Bullets & Numbering menu and modify the
paragraph/font style using Heading 1, etc., correct?

- Right now I'm just using Normal.dot, I believe. I think I should be
using a custom template, and, if so, would creating a new template
that redefines all the used styles be a quicker solution to
reformatting?

- Would doing things in a specific order be helpful? Modify the NORMAL
style first, then the others?


Maybe this won't be too hard, but I'm just afraid of starting and then
realizing that I messed something up royally...


Thanks!

- Keith

 

[Margaret Aldis]

Answers in-line:

I'm using Word 2003 to modify and maintain a large (500+ pages)
document. I've already reformatted the document to use styles almost
entirely (almost done), but have been asked to change the styles of
the outline numbering format. I read most of the recommended FAQ
entries a while back and while I believe this reformat won't be too
difficult, I want to make sure I do this correctly.

The outline numbered option current chosen (Article 1, Chapter 1.11,
Section 1.1.1, 1.1.1.1, 1.1.1.1.1, ..., 1.1.1.1.1.1.1.1.1) needs to
change to (Article 1, Chapter A, Section 1, A, i, etc.) as well as
various paragraph/font changes.

- Should I change the Outline Numbered option (Format - Bullets &
Numbering - Outline Numbered) or just modify the currently selected
outline numbered selection? If just modify, I modify the numbering
scheme using the Bullets & Numbering menu and modify the
paragraph/font style using Heading 1, etc., correct?

Assuming you have used paragraph styles for each of these, you need to
modify the whole outline format from the top level (Article 1) style. Full
details in
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html

- Right now I'm just using Normal.dot, I believe. I think I should be
using a custom template, and, if so, would creating a new template
that redefines all the used styles be a quicker solution to
reformatting?

Unless you have been saving style modifications back to template, the new
style definitions will just be in your document. You are right that keeping
them in a custom template would be a good idea. The easiest way of doing
this would be to save your document as a template. You can then remove most
or all of the content (typically, in a complex document, you'd want to leave
a skeleton structure, including any separate sections for front matter, your
table of contents field and so on.)

However, if your document has a chequered history (especially several
attempts at different numbering formats, since these can't be deleted) you
may feel it would be safer to start fresh. In that case you will need to
start from a blank document, sort out your page layout (margins etc.) and
then redefine or import your styles. You can use the Organizer to copy
styles but there can be order of work issues - to be on the safe side, copy
3 times - that will make sure all the dependencies and linking come across
correctly. (See also your separate question about order of work below.)

Other advice on creating templates here:
http://www.word.mvps.org/FAQs/Customization/CreateATemplatePart2.htm

When you have a template, you can use it to create new fresh document
shells. You can paste text into a new document and have it take on the
styling, *provided* the text uses the correct style names and doesn't have
any direct formatting. See Shauna Kelly again on this one:
http://www.shaunakelly.com/word/styles/FormatOfTextChanges.html

You can also apply the styles (but not the page formats) to existing
documents, either using the Organizer, or updating from the attached
template (Tools > Templates and Add-ins). If you do the latter, be sure to
leave the 'update document styles' box unchecked after you have used it.

Numbered styles don't always survive pasting, copying or updating - you
should check your chosen method is working for you.

- Would doing things in a specific order be helpful? Modify the NORMAL
style first, then the others?

Usually styles do 'cascade', with some styles being defined in terms of
others, and Normal is commonly used as a base. Deciding on what hierarchy
makes sense, and then defining the styles in order, saves time and makes any
subsequent changes (such as corporate font changes) much simpler as you can
then change the base style and have changes ripple reliably through the
other styles.

More stuff from Shauna here:
http://www.shaunakelly.com/word/styles/HowStylesCascade.html

Maybe this won't be too hard, but I'm just afraid of starting and then
realizing that I messed something up royally...

If only everyone thought like this! Be sure to keep separate backups
(snapshot copies) of your document at each stage. That way, if you do make a
mistake, have a Word crash, or realise you should have done things in a
different order, you can backtrack easily.

 

[Keith]

Thank you, Margaret. I appreciate the detailed answers!

- Keith

 

[Margaret Aldis]

You're welcome! I appreciate the detailed questions