Chapter headings: followup

[vanderdecker]

I changed the Style from the custom ones to customized built-in headings
(see "Chapter headings guide," above). Some problems:

1) since the Chapter Information style (now Heading 2) uses Hidden text,
it doesn't show up in the Navigation Pane (Document Map), even if I
toggle Show/Hide nonprinting characters. It's more important for Heading
2 (which contains chapter summaries) to show up than it is Heading 1
(which just contains "Chapter x" info). Is there a way to do so without
undoing the Hidden attribute? Or a simple way to toggle it?

2) a LOT of styles appear in the Style popup in the Formatting toolbar?
Is there a way to limit those to a few Styles, the ones I'm actively
using?
2.1) in the Style popup, a lot of styles are shown (including Heading 1
through Heading 9), even though the List: popup is set to Styles in use.
I used Find to search for the other Styles (Heading 3, etc.), but
nothing shows. Why would those other styles appear under "Styles in use"
when they're *not* in use?

 

[John McGhie [MVP - Word and Word Macintosh]]

Hmmm... You're making this difficult

You can Toggle Word>Preferences>View>Non-Printing Characters>Hidden Text
easily using a recorded macro you can assign to a keystroke or toolbar.

"Hidden" Text means just that: if it's hidden, it doesn't display in any
view including Document Map or Outline View. If it's displayed, you can
still set whether or not it will print.

Word Mac gets only "half" of the "Display Styles" mechanism. "Available
Styles" means "Any styles that have ever been used in the document", "All
styles" means "Most styles".

The only way to thin out the list is to use Organiser from
Format>Style>Organiser to delete the ones you do not want to see from the
Document. Two caveats:

1) Some styles are built-in (a required part of the document's internal
structure). Word will not permit you to delete those.

2) Styles copy quite readily: if you copy text and paste into a document,
and that text is formatted with unwanted styles, those styles will be added
to the destination document.

The fact that "All styles" does not display the complete list of styles is a
bug, but it hasn't been fixed yet. The PC enables you to set which styles
appear in Available styles, or to lock the document so that only the styles
you specify are permitted in the document. We did not get this function in
Mac Word.

The fact that "Styles In Use" displays styles that are not actually in use
is because "Styles in use" was wrongly-labelled. If you apply SP 2, it
should then be named "Available Styles", which is what it actually means
The "Style Table" is a table at the end of the document that lists all of
the styles in the document and their formatting, one row for each style.
"Available Styles" is simply showing you what's in that table.

If you apply a style to text in a document, then remove that style from the
text, the style remains in the styles table in case you want to use it
again. You need to delete the style from the document style table to get it
to actually go away.

Cheers

I changed the Style from the custom ones to customized built-in headings
(see "Chapter headings guide," above). Some problems:

1) since the Chapter Information style (now Heading 2) uses Hidden text,
it doesn't show up in the Navigation Pane (Document Map), even if I
toggle Show/Hide nonprinting characters. It's more important for Heading
2 (which contains chapter summaries) to show up than it is Heading 1
(which just contains "Chapter x" info). Is there a way to do so without
undoing the Hidden attribute? Or a simple way to toggle it?

2) a LOT of styles appear in the Style popup in the Formatting toolbar?
Is there a way to limit those to a few Styles, the ones I'm actively
using?
2.1) in the Style popup, a lot of styles are shown (including Heading 1
through Heading 9), even though the List: popup is set to Styles in use.
I used Find to search for the other Styles (Heading 3, etc.), but
nothing shows. Why would those other styles appear under "Styles in use"
when they're *not* in use?

--

Please reply to the newsgroup to maintain the thread. Please do not email
me unless I ask you to.

John McGhie <[email protected]>
Microsoft MVP, Word and Word for Macintosh. Consultant Technical Writer
Sydney, Australia +61 4 1209 1410

 

[Roger Morris]

[snipachunk]

... If you apply SP 2, it
should then be named "Available Styles", which is what it actually means

Really?

I thought I had SP2 applied

"About" says: Microsoft Word 2004 for Mac - Version 11.2 (050714)

"Check for Updates" tells me that "There are no updates available for
your Microsoft software at this time. Please check again later."

But in Word (new blank document, ie from Normal template):

Format > Style - List offers:
"Styles in use"
"All styles"
"User-defined styles"

(Mac OS X - Version 10.4.2)

The "Style Table" is a table at the end of the document that lists all of
the styles in the document and their formatting, one row for each style.
"Available Styles" is simply showing you what's in that table.

I think this may be the same info that I see in an ascii dump of the
Word doc saved as RTF (but much nearer to the beginning than the end)?

 

[Roger Morris]

You do.


The term "Available Styles" is only used on the Formatting Palette.
Format>Style does not use this better terminology. It should.

Also, Format>Style>All Styles does give you *all* styles. It's Formatting
Palette>All Styles that is misnamed, since it only gives you *some* styles.
Microsoft needs to clean this up.

Thanks for that explanation Beth. My system does indeed behave just as
you say.

For some reason I have never become a fan of the Formatting Palette so
didn't appreciate the difference in its terms and list contents.

 

[Scott]

"John McGhie [MVP - Word and Word Macintosh]" <[email protected]>
wrote:

You can Toggle Word>Preferences>View>Non-Printing Characters>Hidden Text
easily using a recorded macro you can assign to a keystroke or toolbar.

"Hidden" Text means just that: if it's hidden, it doesn't display in any
view including Document Map or Outline View. If it's displayed, you can
still set whether or not it will print.

Ah, so even though hitting the Show/Hide All nonprinting characters
button (on the Standard bar, between the Toolbox and Navigation Pane
buttons) actually shows those characters in the document, it simply
won't work for the Navigation pane? Only toggling it via Preferences
does.

Word Mac gets only "half" of the "Display Styles" mechanism. "Available
Styles" means "Any styles that have ever been used in the document", "All
styles" means "Most styles".

The only way to thin out the list is to use Organiser from
Format>Style>Organiser to delete the ones you do not want to see from the
Document. Two caveats:

1) Some styles are built-in (a required part of the document's internal
structure). Word will not permit you to delete those.

And *none* of the "Headings..." styles can be deleted?