cross reference format; paragraph style name

[Peter T. Daniels]

(1) I cannot find any way to change cross references from "Figure 1"
to "fig. 1"

(Of course they should read "Figure 1" in the actual captions.)

(2) I cannot get the Footnote Text and Footnote Reference styles to
appear in the drop-down menu or the panel! (Unless, of course, I "Show
all styles," which is quite useless.) (I think I once knew how to do
this.)

What is the difference betwen "In use" and "In this document"?

 

[Lisa Wilke-Thissen]

Hi Peter,

"Peter T. Daniels" wrote

I cannot get the Footnote Text and Footnote Reference
styles to appear in the drop-down menu or the panel!

press Ctrl+Shift+S to show another pane, where you can choose, create,
and modify styles.
Or press Shift+F1 to show the "Reveal formatting" task pane. Enable
"Distinguish style source", then you can open the style hyperlinks.

 

[Peter T. Daniels]

You can't change the format of the cross-reference itself. What you can do
is insert only the figure number and type in "fig." yourself; seehttp://sbarnhill.mvps.org/WordFAQs/CombineXrefs.htmfor the method to insert
just the number.

Why couldn't _they_, instead of Adobe, have acquired FrameMaker?

As for accessing Footnote Text and Footnote Reference styles, the easiest
way is to right-click in some text that has that style applied and choose
Style... (not Styles, which is something else). The Styles dialog will open
with that style selected, and you can click Modify... and go from there.

But I have from time to time have had a need to apply the style to a
paragraph that came to me styled Normal (for various reasons), and
then usually there won't be any actual footnotes.

In Word 2007 and Word 2010, All Styles does at least display *all* styles,
and if you tell Word to display them in alphabetical order, you can find any
given style (except table and list styles, which I believe are not displayed
that way). There are other ways to display styles in order to apply them,
but if you want to be able to modify them, then you need to use either the
Styles pane or the context menu as described above.

But then you have to go through several more clicks to change from
"Show All" back to "In Use" or In this document" (between which there
has never been any difference).

 

[Suzanne S. Barnhill]

Thanks for the tip on Reveal Formatting. I'm not sure I had figured out any
way to access that in Word 2007/2010.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Suzanne S. Barnhill]

If you just want to apply the style, then there are certainly plenty of ways
to arrive at it. The simplest and least obtrusive, in my opinion, is to add
the classic Style dropdown to the QAT. If you press Shift while opening that
list, it will display ALL styles.

The Apply Styles floating dialog, mentioned by Lisa (Ctrl+Shift+S) is also
useful. I had forgotten that it actually has a Modify... button as well (and
a button to open the Styles pane if needed). It also has the advantage that
(unlike the Style box on the QAT), it can be resized to display long style
names (or to be narrow enough to stash in the background area on one side of
the document page) and the further advantage that the styles are also
displayed in the same font (not formatted in the style itself).

It has the disadvantage, however, that it follows the Options setting of the
Styles pane, so unless you have All Styles selected there, you won't get All
Styles (even by pressing Shift) in the Apply Styles dialog. OTOH, at least
in my copy, the Recommended styles include Footnote Reference and Footnote
Text.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

You can't change the format of the cross-reference itself. What you can do
is insert only the figure number and type in "fig." yourself;
seehttp://sbarnhill.mvps.org/WordFAQs/CombineXrefs.htmfor the method to
insert
just the number.

Why couldn't _they_, instead of Adobe, have acquired FrameMaker?

As for accessing Footnote Text and Footnote Reference styles, the easiest
way is to right-click in some text that has that style applied and choose
Style... (not Styles, which is something else). The Styles dialog will
open
with that style selected, and you can click Modify... and go from there.

But I have from time to time have had a need to apply the style to a
paragraph that came to me styled Normal (for various reasons), and
then usually there won't be any actual footnotes.

In Word 2007 and Word 2010, All Styles does at least display *all* styles,
and if you tell Word to display them in alphabetical order, you can find
any
given style (except table and list styles, which I believe are not
displayed
that way). There are other ways to display styles in order to apply them,
but if you want to be able to modify them, then you need to use either the
Styles pane or the context menu as described above.

But then you have to go through several more clicks to change from
"Show All" back to "In Use" or In this document" (between which there
has never been any difference).

 

[Stefan Blom]

Note that you can type a style name in the Apply Styles pane; if the
name doesn't exist, the Apply button changes to New, and you can choose
to create it. If the style does exist, you can use the Modify button to
change it. In both cases, you don't have to apply the style to text.

Stefan Blom
Microsoft Word MVP

 

[Peter T. Daniels]

If you just want to apply the style, then there are certainly plenty of ways
to arrive at it. The simplest and least obtrusive, in my opinion, is to add
the classic Style dropdown to the QAT. If you press Shift while opening that
list, it will display ALL styles.

But that menu will be several feet long and still require scrolling
through dozens of useless lines. All I want is for Footnote Text and
Footnote Reference to be among the half-dozen styles that are "In Use"
or "In This Document"!

The Apply Styles floating dialog, mentioned by Lisa (Ctrl+Shift+S) is also
useful. I had forgotten that it actually has a Modify... button as well (and
a button to open the Styles pane if needed). It also has the advantage that
(unlike the Style box on the QAT), it can be resized to display long style
names (or to be narrow enough to stash in the background area on one sideof
the document page) and the further advantage that the styles are also
displayed in the same font (not formatted in the style itself).

But that would present the same problem.

It has the disadvantage, however, that it follows the Options setting of the
Styles pane, so unless you have All Styles selected there, you won't get All
Styles (even by pressing Shift) in the Apply Styles dialog. OTOH, at least
in my copy, the Recommended styles include Footnote Reference and Footnote
Text.

I just checked, and unfortunately it doesn't. I could live with the
"Recommended" list if you could figure out how you got them into it!

 

[Suzanne S. Barnhill]

You can choose whatever styles you like to be Recommended. That's the whole
idea of the Manage Styles dialog. You can set the priority of styles and
choose whether they're visible or not. You can also (through the Styles
pane, not Manage Styles) choose which are Quick Styles, and the Quick Styles
displayed in the gallery are listed in order of priority (and alphabetically
within the same priority level). Styles with a priority of 1 are shown
first, then 2 and so on. You can also specify "first" and "last."

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

If you just want to apply the style, then there are certainly plenty of
ways
to arrive at it. The simplest and least obtrusive, in my opinion, is to
add
the classic Style dropdown to the QAT. If you press Shift while opening
that
list, it will display ALL styles.

But that menu will be several feet long and still require scrolling
through dozens of useless lines. All I want is for Footnote Text and
Footnote Reference to be among the half-dozen styles that are "In Use"
or "In This Document"!

The Apply Styles floating dialog, mentioned by Lisa (Ctrl+Shift+S) is also
useful. I had forgotten that it actually has a Modify... button as well
(and
a button to open the Styles pane if needed). It also has the advantage
that
(unlike the Style box on the QAT), it can be resized to display long style
names (or to be narrow enough to stash in the background area on one side
of
the document page) and the further advantage that the styles are also
displayed in the same font (not formatted in the style itself).

But that would present the same problem.

It has the disadvantage, however, that it follows the Options setting of
the
Styles pane, so unless you have All Styles selected there, you won't get
All
Styles (even by pressing Shift) in the Apply Styles dialog. OTOH, at least
in my copy, the Recommended styles include Footnote Reference and Footnote
Text.

I just checked, and unfortunately it doesn't. I could live with the
"Recommended" list if you could figure out how you got them into it!

 

[Peter T. Daniels]

So how do you get something into "Recommended"? I don't find such a
checkbox anywhere.

I don't use Quick Styles, Galleries, or anything else of that ilk, and
if there were a way to get rid of them (short of reprogramming, as was
pushed so heavily a few years ago), I'd do it.

 

[Stefan Blom]

There is no check box. Instead, you make use of the controls on the
Recommend tab of the dialog box. You assign priority levels to styles,
and these determine the sort order in the Styles group on the Home tab.
(Styles with the same priority are sorted alphabetically, I believe.)

Stefan Blom
Microsoft Word MVP

 

[Peter T. Daniels]

Ok! I found the "Recommended" tab and discovered that dozens of lines
starting "Colorful" are bolded (no idea what they're for), and I fear
they'd show up in my list if I chose "Recommended" as what to show;
but I went ahead and chose the two Footnote styles, and lo and behold,
they now appear in the "In Use" and "In This Document" lists.

Whatever is going on there is, shall we say, not well thought out.

But thank you for making the styles visible that I need.

 

[Stefan Blom]

The "Colorful" styles are table styles. You can't change the priority
for these styles (and they never show in the Styles group, so you don't
want to either). Logically, they shouldn't even be visible on the
Recommend tab.

Stefan Blom
Microsoft Word MVP

 

[Suzanne S. Barnhill]

Short of having the Styles task pane or the Apply Styles dialog constantly
displayed, or using keyboard shortcuts, the Quick Styles gallery is the most
efficient way to have your most-used styles readily available. You don't
have to settle for the ones Word thinks are most important: demote Emphasis
and Normal and Strong to the outer regions and assign a priority of 1 or 2
to the styles *you* want to use.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

So how do you get something into "Recommended"? I don't find such a
checkbox anywhere.

I don't use Quick Styles, Galleries, or anything else of that ilk, and
if there were a way to get rid of them (short of reprogramming, as was
pushed so heavily a few years ago), I'd do it.

 

[Peter T. Daniels]

The Style dropdown on my QAT (right next to the Fonts dropdown) is
much more efficient -- no changing tabs on the Ribbon, or mousing to
the far upper right.

I almost never need to go into the Ribbon at all any more, except when
doing tables.

 

[Suzanne S. Barnhill]

I'm still mostly using Word 2003, and I do still mostly use the Style
dropdown to apply styles. But I have found that when what I have to do is
primarily style tagging (that is, repetitively applying styles to a lot of
paragraphs), I can be much more efficient with something that stays
visible--either a floating custom toolbar with the needed styles or the
Styles task pane. No extra click to open the Style list.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

The Style dropdown on my QAT (right next to the Fonts dropdown) is
much more efficient -- no changing tabs on the Ribbon, or mousing to
the far upper right.

I almost never need to go into the Ribbon at all any more, except when
doing tables.

 

[Peter T. Daniels]

Oh, sure, I use the Task Pane for that. But that only happens when you
first open a file from a non-compliant author, and it's easiest to
triple-click the first paragraph, then scroll quickly through all the
others, and then hit Normal or Body Text or whatever. That's also the
opportunity to mark the headings for outline style as you come to
them.