Confirm my choice to use Outline Numbering

[Keith]

I've inherited a large (10MB, 900 page) document that was created by
someone with no knowledge of how to correctly use Styles.

We're using Word 2002. The document is a legal document (building
codes) with most paragraphs requiring numbering. I believe it used to
be formatted as I.A.1.a.etc. but was switched to 5.2.1.5.5.x.x.x.x.x.
Actually, all paragraphs do, but some paragraphs are followed by a
long list of unnumbered, unbulleted definitions and such.

I've been reading the relevant Q&A documents at shaunakelly.com and
MVPS.org and think I have a game-plan, but would like confirmation on
the best approach to correctly formatting the current document.

I'll provide details and then my questions.


Document Layout
-----
Section 1
Section 1 Title

(section break)

Section 1 TOC (TOC entries are set manually using TC field codes due
to lack of Heading usage)

(section break)

1.1 Paragraph Title in Bold {TC field code}. Followed by a paragraph
of normal text.
1.2 Paragraph Title in Bold {TC field code}. Followed by a paragraph
of normal text.
1.2.1 Sometimes a Bold Paragraph Title {TC field code}. And a normal
paragraph.
1.2.2 Sometimes just a normal paragraph minus the paragraph title.
1.2 etc.

(section breaks as needed for layout changes due to tables & graphs.)

Section 2
Section 2 Title
etc.


Document Formatting
-----
* Currently the document does not use styles properly (Heading 1,
Heading 2, Body Text, etc.). I think there has to be about 150
distinct styles in the styles & formatting toolbar with "formatting in
use" selected.

* In most of the cases, each paragraph gets a new number (2.3.6.1,
2.3.6.2, etc.) and the document has points where it reaches level 11
and they had to manual append numbers.


Questions
-----
* Does MSWord still have a limitation on 10 levels for outline
numbering? Any workarounds other than manually appending your own
numbers when required?

* Do I want to use Outline Numbering as described at
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html and
format all my paragraphs as Heading 1, Heading 2, Heading 3, etc.?
What about the fact that my numbered paragraphs frequently require a
paragraph subject/title to be in bold:

3.1.6 *BEDROOM EGRESS*. The second exit required in a bedroom is
usually a window.

#.#.# BOLD TITLE. Paragraph continues in normal text style.

or the fact that Headings 3 through 9 would be formatted to look just
like the Normal or Body Text style except for possibly a bold
paragraph title.?

* The TOCs would become quite easy to create/update and most if not
all of the TC fields could be removed, right?

* What about adding the current Heading 2 or 3 Level number and text
in the header? I think I know how to do this (StyleRef, I think) but
I'm not sure about how that would work with having a numbered heading
style and heading text immediately followed by the rest of the
paragraph on the same line (if it's even possible).



I hope the above is relatively clear and easy to understand and I
apologize in advance if I didn't use the correct MS Word terminology.

Thanks,
Keith

 

[Cindy M -WordMVP-]

Hi Keith,

* Does MSWord still have a limitation on 10 levels for outline
numbering? Any workarounds other than manually appending your own
numbers when required?

9, actually. And no, manual is the only way to go (perhaps with SEQ
fields, so you can at least get a semi-automatic update if editing will
change the numbering)

* Do I want to use Outline Numbering as described at
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html and
format all my paragraphs as Heading 1, Heading 2, Heading 3, etc.?
What about the fact that my numbered paragraphs frequently require a
paragraph subject/title to be in bold:

3.1.6 *BEDROOM EGRESS*. The second exit required in a bedroom is
usually a window.

#.#.# BOLD TITLE. Paragraph continues in normal text style.

or the fact that Headings 3 through 9 would be formatted to look just
like the Normal or Body Text style except for possibly a bold
paragraph title.?

I'm not familiar with Shauna's article, but I'd say what you describe
should be no problem using the Heading styles. Just change the
formatting to be what you want to see. And create a character style to
apply for the bold (or not-bold) text within the paragraph. (Note that
the TOC will ignore formatting applied using a character style so that
the TOC entry will all look the same.)

* The TOCs would become quite easy to create/update and most if not
all of the TC fields could be removed, right?

As long as nothing unexpected is lurking in here, that would be
correct.

* What about adding the current Heading 2 or 3 Level number and text
in the header? I think I know how to do this (StyleRef, I think) but
I'm not sure about how that would work with having a numbered heading
style and heading text immediately followed by the rest of the
paragraph on the same line (if it's even possible).

I'm not sure I follow, here. Could you show us an example, just so
there's no misunderstanding? You might need a hidden paragraph mark in
there...

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Sep 30 2003)
http://www.word.mvps.org

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