Heading styles and TOCs

[Jackie]

I've been trying for ages to get round this problem - can anyone help?

Some of our docs have a mixture of paragraphs with heading 1 and
heading 2 styles - some which are paragraph headings, with bold, and
some which are numbered paragraphs with text e.g

1. HEADING

1. text of paragraph.

I want to generate the toc using only those styles which are headings.
I've tried creating a separate style for headings, but can't get the
numbering to run properly throughout the document. I thought I had
cracked it when I created a style based on heading 1 called heading 1 +
bold. However, when I try to restart any of these numbers, the style
goes back to plain heading 1. HELP?

 

[Charles Kenyon]

See: How to create numbered headings or outline numbering in your Word
document
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html. (For
bullets see http://www.shaunakelly.com/word/bullets/controlbullets.html, the
subject is related.)

This is based on ...

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

Additional information you may find useful or need is at:

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

You may also want to look at how this ties into TOC construction at
http://addbalance.com/usersguide/complex_documents.htm.
--
Charles Kenyon

Word New User FAQ & Web Directory: http://addbalance.com/word

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

See also the MVP FAQ: http://www.mvps.org/word which is awesome!
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[Daiya Mitchell]

Would it work if the TOC only looked for text in Heading 1 format to
generate the TOC?

 

[Jackie]

I've looked at all of these and they don't help. The only way I can
see round it is to have a two different styles one for headings and one
for numbered text - but I don't want to do that.

 

[Jackie]

No, the problem is that the numbered headings are Heading1 and the
numbered paragraphs are also heading 1.

 

[Robert M. Franz (RMF)]

Hello Jackie

No, the problem is that the numbered headings are Heading1 and the
numbered paragraphs are also heading 1.

Succintly put -- that really *is* the problem!

It might be interesting to know what kind of documents these are, and
what triggered the decision to use the same style for (obviously)
different content. That, in itself, is a bad choice IMHO.

But if you want to stick with that, you have to use TC-fields and tell
your TOC-fields to use the information in your TC fields instead of
deriving the table of contents directly from your styles.

All in all, this sounds like _a lot_ more work than getting your styles
right in the first place (I don't even want to know how you had to tread
Word in order to get the desired numbering).

2cents
Robert

 

[Stefan Blom]

Should the numbered paragraphs and the headings be numbered separately?
In that case, it would certainly be a good idea to use different styles
for them.

Alternatively, if you feel you must use the same style for headings and
body text paragraphs, you'll have to use TC fields to add items to a
TOC.

To get control over numbering in such a case, I think you would be
better off removing the numbering from the style and use Seq fields to
apply it.

Seq fields give you full control over numbering. Each sequence is a
separate single-level list; you create additional sequences by giving it
a different name from an existing one. You can also restart numbering as
desired (within a sequence), either explicitly or after a specified
heading level.

The drawback is that Seq fields do not update automatically. You have to
select the document and press F9 for a manual update. Alternatively,
print or print preview, which should trigger an update of Seq fields
(this definitely happens if you select the "Update fields" option on the
Print tab of Tools>Options).

The syntax of a Seq field is: { SEQ sequencename }. Note that you add
the braces by pressing Ctrl+F9; then type the code, specifying something
useful for sequencename. To create restarts and format numbers, add
switches. For more, see Word help.

--
Stefan Blom
Microsoft Word MVP


in message
news:[email protected]...

 

[Jackie]

I think using different styles would be best but when I created
'heading1 + bold' and then tried to 'restart numbering' later in the
document it changed back to 'heading1.

 

[Daiya Mitchell]

That's because it wasn't really a style, just information. See #4 here:
http://shaunakelly.com/word/sfpane/StylesAndFormattingPane.html

 

[Jackie]

No, I actually created a new style, based on heading1 called heading 1
plus bold. This worked wonderfully - my numbers all ran consequetively
( i have 5 levels and created a bold version for heading 1 and heading
2). It also worked in the TOC - perfect! - until I tried to restart my
numbering - then the bold 'style' was going back to heading1. I tried
writing a macro to restart my numbering but couldn't manage that
either.

 

[Stefan Blom]

So the "Heading 1 + bold" style is based on the Heading 1 paragraph
style. Then I can definitely confirm (in Word 2000) that trying to
restart its numbering will make Word replace it with the Heading 1
style. You need to set this up differently! Is there a pattern for the
restarts?

--
Stefan Blom
Microsoft Word MVP


in message
news:[email protected]...

 

[Jackie]

Not really. I could say in schedules only (please don't ask me to
apply different styles for schedule numbering - my users couldn't cope
they've been using shortcut keys only up until now and would see this
as an unnecessary complication) - however I can't really be certain
that there wouldn't be other occasions. My documents are large legal
documents so we have to try and be as flexible as possible.

 

[Margaret Aldis]

How about doing it the other way around, if it is only the (real) headings
that need to restart? That is, use Heading 1 for real headings, and a
"Heading 1 +" style for the paragraphs. So long as you don't touch the
numbering on the paragraphs, they will stay put - but any application of the
numbering (as in a restart) will apply the linked style.

Alternatively, this might just be the place for a list style. Us old Wordies
don't use or like them for a number of reasons, but this is apparently the
application they are designed for <g>. Use the separate Heading and
paragraph styles for the formatting and correct automatic TOC extraction,
and apply an outline numbered list style for the numbering. You can then
restart the numbering or change levels without any effect on the paragraph
style.