Changing Para. Style

[Anon]

I have converted a long and complex document to Word 2002. One
problem is that the headings are in some custom style, and I need
them to be in Word's H1 style with some modifications.
Unfortunately, I realized this after modifying the style to be the
way I wanted it; consequently, just changing the style at this
point will lose those modifications. I need to keep the
appearance of the text while changing the name of the style. Is
there a way to do this?

Another problem concerns the numbering, which is legal numbering.
The text paragraphs are numbered, and they are the second level,
set to restart after the first level appears. This is correct.
The problem is that they are not really doing it; they continue
with the 1.x series, despite the intervening level one paragraphs.
Why?

All help would be much appreciated.

 

[Suzanne S. Barnhill]

Unfortunately, there is no way to apply Heading 1 style and retain the
formatting of another style or to transfer the formatting of that style to
Heading 1 or rename it Heading 1. You must painfully recreate the style's
formatting by modifying Heading 1.

As for the numbering, make sure it is set up according to the guidelines in
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html, noting that
the top-level (unnumbered) style must be Level 1 of the outline-numbered
list.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Charles Kenyon]

This is really two vastly different questions. The hardest one is the
numbering. Word's automatic numbering is messed up.

See: How to create numbered headings or outline numbering in your Word
document
<URL: http://www.shaunakelly.com/word/numbering/OutlineNumbering.html>. This
is based on ...

Word's Numbering Explained
<URL: http://www.mvps.org/word/FAQs/Numbering/WordsNumberingExplained.htm>

How to Create a Template, Part II
<URL: http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm>

Legal Numbering
<URL: http://www.addbalance.com/usersguide/numbering.htm>

Seven Laws of Outline Numbering
<URL: http://www.microsystems.com/fra_sevenlawsofoutlinenumbering.htm>

The following are some discussions on the Microsoft newsgroups on numbering:
Nightmare on ListNumbering Street <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=9e790fa7ed2886b3,18&ic=1>
The Joy of Lists <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=811287ebce8fc203,15&ic=1>
Relinking ListTemplates <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=2350746054c838e,12&ic=1>
Outline numbering: restart doesn't restart <URL:
http://groups.google.com/[email protected]#p>
Format Doesn't "Hold" <URL:
http://groups.google.com/[email protected]#p>
(above list compiled by Dave Rado, Word MVP)

ListNumbering Street Revisited <URL:
http://groups.google.com/groups?hl=en&safe=off&th=57df77857e4993ce>

See the latest numbering discussion I've seen, especially post #4 which
contains Dave Rado's concise instructions for setting up heading numbering.
<URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&ic=1&th=bce07d7714769f5c>

For the styles otherwise, set up heading 1 to be formatted the way you want.
If that includes numbering, read the foregoing pages first. Then use Replace
and click on the More button to get access to the format. With no text in
either the find or replace boxes, put your current style in Find and Heading
1 in Replace. Replace All.
--

Charles Kenyon

Word New User FAQ & Web Directory:
<URL: http://addbalance.com/word/index.htm>

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide)
<URL: http://addbalance.com/usersguide/index.htm>

See also the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome!
--------- --------- --------- --------- --------- ---------
This message is posted to a newsgroup. Please post replies
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from my ignorance and your wisdom.

 

[Clive Huggan]

in article (e-mail address removed), Charles Kenyon at
(e-mail address removed) wrote on 31/12/03 2:22 AM:

<snip discussion of numbering>

Does this situation arise often/occasionally, or is this a definite one-off,
Anon? If the latter, once you've done what Charles and Suzanne suggest,
create a template to convey the amended H1 etc styles in future, and attach
any new document of this type to it. That way you don't need to amend your
Normal template now (though I surmise you would not normally want to do
that) or hunt around for the previous document and transfer the styles via
the Organizer from the previous document to the new document.

--Clive Huggan

 

[Anon]

Does this situation arise often/occasionally, or is this a
definite one-off, Anon?

If it had worked successfully, it would arise often. But the
auto-numbering of Word is so defective that I will try to avoid
the process. FWIW, the difficulties were not just conversion,
which worked about as well as one could hope (from Lotus Word Pro,
which handles numbering better), but the consequences of modifying
one outline style on others. For example, changing the indents of
H1 caused the indents of Body Text to change (both were auto-
numbering in legal outline style), even though Body Text was based
on Normal. Anyway, yes, the need will arise fairly often, but the
conversion solution is just not tenable. (In all fairness, these
problems might be artifices of the conversion process, but they're
still problems.)

If the latter, once you've done what
Charles and Suzanne suggest, create a template to convey the
amended H1 etc styles in future, and attach any new document of
this type to it.

Would you explain this a little more? I've read here about people
attaching templates, but I did not find anything in the Help file.
What does it mean to do that, assuming (based on a recent post I
read) that "attaching" a template is different than "basing" the
new document on a template.

 

[Anon]

See....

Charles, your resource list is itself a great Internet resource.
Thank you.

 

[Charles Kenyon]

Although I've liked what I've gotten from auto conversion using Word 2003,
my general method when I convert documents (that I want to reuse or turn
into templates) is to convert them into text files. Then I import them into
a new Word doc with appropriate styles and manually apply my styles to them
(often removing numbering that was in the original in the process). My
experiences over the years have taught me that this saves me time. (I do the
same thing with products of OCR scans.)
--

Charles Kenyon

Word New User FAQ & Web Directory:
<URL: http://addbalance.com/word/index.htm>

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide)
<URL: http://addbalance.com/usersguide/index.htm>

See also the MVP FAQ: <URL: 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.

 

[Clive Huggan]

Anon,

I heartily concur with Charles (wouldn't normally be so sanguine, but in
Australia we have just had New Year's Day!). I do the conversion to plain
text by Paste Special and selecting unformatted text. But you can do it by
other means, obviously.

As to your other question concerning how to attach a document to a template
rather than basing the document on the template, here are some of my notes
on this topic (I do a lot of development of documents with/from other
people, and I know the frustrations!. I'm using Word 2001 on the Mac, so
there may be some differences from whatever version you are using, but
probably not significant ones). The notes are from a document titled "Bend
Word to your Will" (downloadable from
www.mvps.org/word/FAQs/WordMac/Bend/BendWord.htm). If you want to read
information related to this topic, the new January 2004 edition should be
posted there in a few days' time (don't bother downloading the presently
available May 2003 edition).

--Clive Huggan

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

ATTACHING A TEMPLATE TO A DOCUMENT

Open the document whose styles you want to base on the template¹s styles (or
whose toolbars or macros you want to use).

Tools menu -> Templates and add-ins -> click the Attach button -> navigate
to the template you want to attach to the document (by default, templates
are in the folder "My templates", which is in Microsoft Office 2001 ->
Templates); select the template and click "open" to attach it, making sure
"Word templates" is the wording in the "Show" pop-down menu.

Click the tick-box "Automatically update document styles" to update the
current document's styles with styles from the template. Then click OK. The
document will now be attached to the new template; depending on what you
have specified, some of the styles may change or toolbars will show.

In most instances you will *not* want to permanently attach the document to
the template, because doing so will result in the document being changed as
soon as you open it at any time in the future. To prevent that occurring,
as soon as you have gone through the procedure above you should open the
Templates and add-ins window again and de-select the tickbox "Automatically
update document styles".

If you are writing a publication that has separate documents for individual
chapters because they are very large (e.g. they contain many graphics),
there¹s a particular benefit of attaching the documents to a template. Any
modification to the template can flow through automatically to each of the
separate documents if you attach each chapter document to one
special-purpose template, as described above -- but on this occasion leave
"Automatically update document styles" ticked.

=======================================================================

 

[Charles Kenyon]

Clive's posting spells out how to attach a document to a template. If you
follow his instructions, make sure that after you have attached the template
you go back into the Templates and Add-Ins dialog and uncheck the "update
styles" option. Normally you do _not_ want this turned on in your documents.

What many people find works better is to create a new document based on the
template, press the Enter key a couple of times (to make the document used)
and then paste in the contents of the old document. If the style names are
the same, the pasted text should take on the template's styles. If not, you
can use Replace to change styles.

This has the advantage of getting any margin settings (or other layout) in
the template for your document.
--

Charles Kenyon

Word New User FAQ & Web Directory:
<URL: http://addbalance.com/word/index.htm>

Intermediate User's Guide to Microsoft Word (supplemented version of
Microsoft's Legal Users' Guide)
<URL: http://addbalance.com/usersguide/index.htm>

See also the MVP FAQ: <URL: 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.

 

[Clive Huggan]

Clive's posting spells out how to attach a document to a template. If you
follow his instructions, make sure that after you have attached the template
you go back into the Templates and Add-Ins dialog and uncheck the "update
styles" option.

That is, as covered in the 4th paragraph of my notes.

Normally you do _not_ want this turned on in your documents.

What many people find works better is to create a new document based on the
template, press the Enter key a couple of times (to make the document used)
and then paste in the contents of the old document. If the style names are
the same, the pasted text should take on the template's styles. If not, you
can use Replace to change styles.

This has the advantage of getting any margin settings (or other layout) in
the template for your document.

Although I didn't cover this (because I was answering your direct question
on how to attach a document to a template), I do what Charles recommends
when I'm about to re-formatting a document received from someone else. On
the other hand I attach the template, update styles and detach when I want
to change style definitions or change toolbars having amended the template
(e.g., because the template is common to a number of documents). In my work,
I do this quite often. Another reason to be thankful for Word's flexibility!

--Clive Huggan

 

[Anon]

The notes are from a document titled "Bend
Word to your Will" (downloadable from
www.mvps.org/word/FAQs/WordMac/Bend/BendWord.htm). If you want
to read information related to this topic, the new January 2004
edition should be posted there in a few days' time (don't bother
downloading the presently available May 2003 edition).

Clive, the document up on the Web now includes a last revision
date of August 2003. Is that the most recent article on the topic
that you've done, or is there still a more recent one on the way?

 

[Clive Huggan]

Clive, the document up on the Web now includes a last revision
date of August 2003. Is that the most recent article on the topic
that you've done, or is there still a more recent one on the way?

The person who uploads the articles put the August one up in error, and in
the last few days there has been a delay while it all went on to on a new
server. However, the January 2004 edition has *just* gone up there now.

I've just been told there is a new URL for the MVPs Word site. From now on
it's http://word.mvps.org
although
http://www.word.mvps.org
will also work. There will be redirects at the old site.

So the URL for "Bend Word to your will" is now
http://word.mvps.org/FAQs/WordMac/Bend/BendWord.htm


The part you'll be interested in is the styles notes starting on page 60,
and particularly around page 73 for attaching templates etc.

If you read anything else in "Bend Word to your will" other than the
background to your query, be aware that apart from the styles notes and the
appendices, virtually all the other articles are treated more or less as
dictionary entries. The table of contents therefore assumes some importance
in navigating. You'll find lots of hyperlinked cross-references too, and the
"Find" command is always useful. You should read pages 15-24 for important
notes on making the hyperlinks visible etc (necessary because I prefer to
have a shaded background to distinguish them from ordinary text, and for web
addresses not to have underlining -- typographical monstrosity that it is).
Those pages also include important comments on such things as pagination and
my working situation, which has shaped the particular way I use Word (so
some of my habits will differ from e.g. large corporate users, and even when
compared with other users' methods will still reflect personal preferred
ways of doing things, such as my aversion to using the mouse). The
implication of this is: be selective when reading the document. They are
essentially my personal notes on how I use Word, enlarged a little so my
friends could derive benefit from them.

And since most participants in this newsgroup are on Windows: although the
notes are written primarily to describe Word 2001 on the Mac platform, there
are not many differences between the Mac and the Windows version released
the previous year (I use Windows manuals almost all the time rather than Mac
manuals, because they are more comprehensive, and I operate Word easily on
both platforms). There are some notes on the main Windows/Mac differences
under the heading "If you¹re using a Windows version of Word" on page 16 and
"PCs and Macs, main differences in Word interfaces" on page 104; probably
the main one you need to be aware of for the styles topic you'll be reading
is that the "Command" key on the Mac is usually "Control" on the PC.

--Clive Huggan