Headings & Outline Styles Share Numbering Scheme

[Mark Jerde]

Word 2003. I'm trying to number a document like this:

=============================
Table of Contents
1. Introduction.................1
2. Objective.....................4
3. Scope..........................5
4. Terminology.................6
4.1 Definitions...............6
4.2 Abbreviations.........7

-----------
1. Introduction

1.1 This document blah blah blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah blah

1.2 Further, this document blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah blah blah blah

1.3 Blah blah blah blah blah blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah
-----------
2. Objective

2.1 The objective is blah blah blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah blah

2.2 Blah blah blah blah blah blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah
-----------
3. Scope

3.1 The scope is blah blah blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah blah blah

3.2 Blah blah blah blah blah blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah
-----------
4. Terminology
4.1 Definitions
4.1.1 Dead Meat: blah blah blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah blah
4.1.2 Red Meat: blah blah blah blah blah blah blah blah blah blah blah blah
blah blah blah blah blah blah blah blah blah

4.2 Abbreviations
4.2.1 AF: About Face
4.2.2 DM: Dead Meat
4.2.3 RM: Red Meat
-----------
=============================


I want a single outline numbering scheme which is used by both the Heading
and Outline styles. I had this working for Outline 4 but when I closed and
reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...


Thanks!

-- Mark

 

[garfield-n-odie]

Hi, Mark. Visit Word MVP Shauna Kelly's site at
http://www.shaunakelly.com/word/. If you follow her instructions for
creating numbered headings/outlines under "Numbering, Bullets, Headings,
Outlines", you'll have a bulletproof numbering scheme.

 

[Robert M. Franz]

Hi Mark

Mark Jerde wrote:
[..]

I want a single outline numbering scheme which is used by both the Heading
and Outline styles. I had this working for Outline 4 but when I closed and
reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
..bob

 

[Mark Jerde]

Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of 9 styles
to apply to the paragraphs. Unfortunately, Word 2003 does not allow the
same "ListNum field list name" to be used for both sets of styles so the
paragraph numbers have no relationship to the heading numbers. I printed &
looked at the FAQ's "Word's Numbering Explained" but I didn't see anything
super-helpful on first read.

VBA is out because the document is going to be edited by a lot of people.

Is it even possible to set up two sets of styles that share the same
numbering sequence?

Thanks.

-- Mark

Hi Mark

Mark Jerde wrote:
[..]

I want a single outline numbering scheme which is used by both the
Heading and Outline styles. I had this working for Outline 4 but
when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob

 

[Suzanne S. Barnhill]

I think you're confused. You apply numbering to the heading styles, and then
you use them for the outline. Outline entries don't have to be headings to
use heading styles.

Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of 9 styles
to apply to the paragraphs. Unfortunately, Word 2003 does not allow the
same "ListNum field list name" to be used for both sets of styles so the
paragraph numbers have no relationship to the heading numbers. I printed &
looked at the FAQ's "Word's Numbering Explained" but I didn't see anything
super-helpful on first read.

VBA is out because the document is going to be edited by a lot of people.

Is it even possible to set up two sets of styles that share the same
numbering sequence?

Thanks.

-- Mark

Hi Mark

Mark Jerde wrote:
[..]

I want a single outline numbering scheme which is used by both the
Heading and Outline styles. I had this working for Outline 4 but
when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob

 

[Chad DeMeyer]

If I understand correctly, you want to use 1 set of styles for Headings (the
built-in Heading styles) and another set of styles for paragraphs that come
under these headings?

We have a need to do that in some of our templates where I work (e.g.,
specifications). Two different sets of styles are needed because we need
the paragraphs to number in the same outline as the headings, but not come
into the contents or have the formatting of the heading styles applied
(e.g., bold, keep with next).

I was able to set this up in those templates by basing each style in the
second set on the Heading style at the same level, then modifying that style
to format more like body text. That is, "Numbered Paragraph 2" is based on
"Heading 2", "Numbered Paragraph 3" is based on "Heading 3", etc.

This approach has mostly worked on a project with hundreds of employees who
use these templates. It isn't totally bulletproof - users can break it. I
haven't tested this in later versions of Word, but when the template was
originally created in Word 97, I found that if the users accidentally caused
the numbered paragraph styles to no longer number, in order to fix it I had
to delete and re-create the style.

Hope this helps.

Regards,
cjd

Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of 9 styles
to apply to the paragraphs. Unfortunately, Word 2003 does not allow the
same "ListNum field list name" to be used for both sets of styles so the
paragraph numbers have no relationship to the heading numbers. I printed &
looked at the FAQ's "Word's Numbering Explained" but I didn't see anything
super-helpful on first read.

VBA is out because the document is going to be edited by a lot of people.

Is it even possible to set up two sets of styles that share the same
numbering sequence?

Thanks.

-- Mark

Hi Mark

Mark Jerde wrote:
[..]

I want a single outline numbering scheme which is used by both the
Heading and Outline styles. I had this working for Outline 4 but
when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob

 

[Mark Jerde]

I think you're confused.

It's not the first time... ;-)

You apply numbering to the heading styles,
and then you use them for the outline. Outline entries don't have to
be headings to use heading styles.

Background: I inherited a 129-page document, edited it down to 111 pages,
then inserted about 40 more pages. The original document is extensively
numbered and cross referenced:

---------------------------------
7.2 Variables

7.2.1 The names of variables in the assertion language shall
consist of strings of ISO/IEC 10646-1 characters that match
the "NCName" production in W3C XML Namespaces.

7.2.2 Variables whose name begins with a LOW LINE
character ("_") are global variables. Any other variables are
local variables.

7.2.3 Global variables shall have a lifetime that extends over
the processing of an entire assertion. They may be created
within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9
[....if there are further ways of creating global variables,
references to the relevant subclauses should be added there])
but shall be associated with the entire assertion and shall not
be destroyed until the assertion terminates. Global variables
may also be created as input parameters of assertions (see 8.3.2.4).
---------------------------------

Unfortunately all the numbering is by hand!! There are no number fields in
the original document. There were (of course) numbering errors in the
original, and now that whole sections have been deleted the numbering is
pure fiction.

Numbered headings exist from 1 to at least 3 levels, e.g., "5 Terminology"
to "8.23.2 Semantics"

Numbered paragraphs exist from 2 to at least 4 levels, e.g.,
"1.8 Any organization contemplating the use of test methods
defined in this Standard should carefully consider ..."
to
"8.10.2.4 The names of all local variables of an activity
(including the input and output parameters ..."


The goal: To have a set of heading styles and paragraph styles which use
the same numbering scheme. I tried two things.

1. I created a style called "MyPara 4" based on "Heading 4". This worked
great -- there was much joy and dancing -- until I closed and reopened the
document. Then this happened:
2. I set up heading numbering per Shauna's web site. I gave the ListNum
field list the name "MyListNum". Then I tried to have "MyNewPara 1",
"MyNewPara 2", ... "MyNewPara 9" use the same "MyListNum" but Word 2003
doesn't allow that. :-(


What I would like to do is apply "Heading 2" and "MyNewPara 3" to the sample
yielding the below (supposing it is now section 5).

---------------------------------
5.2 7.2 Variables

5.2.1 7.2.1 The names of variables in the assertion language shall
consist of strings of ISO/IEC 10646-1 characters that match
the "NCName" production in W3C XML Namespaces.

5.2.2 7.2.2 Variables whose name begins with a LOW LINE
character ("_") are global variables. Any other variables are
local variables.

5.2.3 7.2.3 Global variables shall have a lifetime that extends over
the processing of an entire assertion. They may be created
within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9
[....if there are further ways of creating global variables,
references to the relevant subclauses should be added there])
but shall be associated with the entire assertion and shall not
be destroyed until the assertion terminates. Global variables
may also be created as input parameters of assertions (see 8.3.2.4).
---------------------------------

I'll leave all the old numbers in the text until the cross references are
fixed, then I'll delete them.


Is it possible to do this, or should I just give up and make a header for
each paragraph that is now numbered?

Thanks.

-- Mark

Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of
9 styles to apply to the paragraphs. Unfortunately, Word 2003 does
not allow the same "ListNum field list name" to be used for both
sets of styles so the paragraph numbers have no relationship to the
heading numbers. I printed & looked at the FAQ's "Word's Numbering
Explained" but I didn't see anything super-helpful on first read.

VBA is out because the document is going to be edited by a lot of
people.

Is it even possible to set up two sets of styles that share the same
numbering sequence?

Thanks.

-- Mark

Hi Mark

Mark Jerde wrote:
[..]
I want a single outline numbering scheme which is used by both the
Heading and Outline styles. I had this working for Outline 4 but
when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob

 

[Mark Jerde]

Chad -- Comments inline.

If I understand correctly, you want to use 1 set of styles for
Headings (the built-in Heading styles) and another set of styles for
paragraphs that come under these headings?

We have a need to do that in some of our templates where I work (e.g.,
specifications). Two different sets of styles are needed because we
need the paragraphs to number in the same outline as the headings,
but not come into the contents or have the formatting of the heading
styles applied (e.g., bold, keep with next).

I was able to set this up in those templates by basing each style in
the second set on the Heading style at the same level, then modifying
that style to format more like body text. That is, "Numbered
Paragraph 2" is based on "Heading 2", "Numbered Paragraph 3" is based
on "Heading 3", etc.

This was the first thing I tried, but when I closed and reopened the
document this happened:
Are you using Word 2003, and if so does your method work?

Thanks.

-- Mark

This approach has mostly worked on a project with hundreds of
employees who use these templates. It isn't totally bulletproof -
users can break it. I haven't tested this in later versions of Word,
but when the template was originally created in Word 97, I found that
if the users accidentally caused the numbered paragraph styles to no
longer number, in order to fix it I had to delete and re-create the
style.

Hope this helps.

Regards,
cjd

Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of
9 styles to apply to the paragraphs. Unfortunately, Word 2003 does
not allow the same "ListNum field list name" to be used for both
sets of styles so the paragraph numbers have no relationship to the
heading numbers. I printed & looked at the FAQ's "Word's Numbering
Explained" but I didn't see anything super-helpful on first read.

VBA is out because the document is going to be edited by a lot of
people.

Is it even possible to set up two sets of styles that share the same
numbering sequence?

Thanks.

-- Mark

Hi Mark

Mark Jerde wrote:
[..]
I want a single outline numbering scheme which is used by both the
Heading and Outline styles. I had this working for Outline 4 but
when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob

 

[Suzanne S. Barnhill]

I still believe that you can use outline numbering for all the paragraphs.
Note that the numbered paragraphs don't have to be headings just because
they use a heading style. Alternatively, you don't have to use heading
styles; you can use the List Number series instead. Or you can mix and
match. As long as they're all part of a single outline-numbered list, they
will maintain the correct hierarchy and restart numbering as needed. And you
can modify the styles to look any way you need them to.

I think you're confused.

It's not the first time... ;-)

You apply numbering to the heading styles,
and then you use them for the outline. Outline entries don't have to
be headings to use heading styles.

Background: I inherited a 129-page document, edited it down to 111 pages,
then inserted about 40 more pages. The original document is extensively
numbered and cross referenced:

---------------------------------
7.2 Variables

7.2.1 The names of variables in the assertion language shall
consist of strings of ISO/IEC 10646-1 characters that match
the "NCName" production in W3C XML Namespaces.

7.2.2 Variables whose name begins with a LOW LINE
character ("_") are global variables. Any other variables are
local variables.

7.2.3 Global variables shall have a lifetime that extends over
the processing of an entire assertion. They may be created
within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9
[....if there are further ways of creating global variables,
references to the relevant subclauses should be added there])
but shall be associated with the entire assertion and shall not
be destroyed until the assertion terminates. Global variables
may also be created as input parameters of assertions (see 8.3.2.4).
---------------------------------

Unfortunately all the numbering is by hand!! There are no number fields in
the original document. There were (of course) numbering errors in the
original, and now that whole sections have been deleted the numbering is
pure fiction.

Numbered headings exist from 1 to at least 3 levels, e.g., "5 Terminology"
to "8.23.2 Semantics"

Numbered paragraphs exist from 2 to at least 4 levels, e.g.,
"1.8 Any organization contemplating the use of test methods
defined in this Standard should carefully consider ..."
to
"8.10.2.4 The names of all local variables of an activity
(including the input and output parameters ..."


The goal: To have a set of heading styles and paragraph styles which use
the same numbering scheme. I tried two things.

1. I created a style called "MyPara 4" based on "Heading 4". This worked
great -- there was much joy and dancing -- until I closed and reopened the
document. Then this happened:
2. I set up heading numbering per Shauna's web site. I gave the ListNum
field list the name "MyListNum". Then I tried to have "MyNewPara 1",
"MyNewPara 2", ... "MyNewPara 9" use the same "MyListNum" but Word 2003
doesn't allow that. :-(


What I would like to do is apply "Heading 2" and "MyNewPara 3" to the sample
yielding the below (supposing it is now section 5).

---------------------------------
5.2 7.2 Variables

5.2.1 7.2.1 The names of variables in the assertion language shall
consist of strings of ISO/IEC 10646-1 characters that match
the "NCName" production in W3C XML Namespaces.

5.2.2 7.2.2 Variables whose name begins with a LOW LINE
character ("_") are global variables. Any other variables are
local variables.

5.2.3 7.2.3 Global variables shall have a lifetime that extends over
the processing of an entire assertion. They may be created
within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9
[....if there are further ways of creating global variables,
references to the relevant subclauses should be added there])
but shall be associated with the entire assertion and shall not
be destroyed until the assertion terminates. Global variables
may also be created as input parameters of assertions (see 8.3.2.4).
---------------------------------

I'll leave all the old numbers in the text until the cross references are
fixed, then I'll delete them.


Is it possible to do this, or should I just give up and make a header for
each paragraph that is now numbered?

Thanks.

-- Mark

Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of
9 styles to apply to the paragraphs. Unfortunately, Word 2003 does
not allow the same "ListNum field list name" to be used for both
sets of styles so the paragraph numbers have no relationship to the
heading numbers. I printed & looked at the FAQ's "Word's Numbering
Explained" but I didn't see anything super-helpful on first read.

VBA is out because the document is going to be edited by a lot of
people.

Is it even possible to set up two sets of styles that share the same
numbering sequence?

Thanks.

-- Mark

Robert M. Franz wrote:
Hi Mark

Mark Jerde wrote:
[..]
I want a single outline numbering scheme which is used by both the
Heading and Outline styles. I had this working for Outline 4 but
when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob

 

[Mark Jerde]

Suzanne -- Ok, I'll give it a try.

Does it matter that there are quite a few bullet and numbered lists in the
document? If that is a problem I may be able to add them to the
heirarchy.

Thanks.

-- Mark

I still believe that you can use outline numbering for all the
paragraphs. Note that the numbered paragraphs don't have to be
headings just because they use a heading style. Alternatively, you
don't have to use heading styles; you can use the List Number series
instead. Or you can mix and match. As long as they're all part of a
single outline-numbered list, they will maintain the correct
hierarchy and restart numbering as needed. And you can modify the
styles to look any way you need them to.

I think you're confused.

It's not the first time... ;-)

You apply numbering to the heading styles,
and then you use them for the outline. Outline entries don't have to
be headings to use heading styles.

Background: I inherited a 129-page document, edited it down to 111
pages, then inserted about 40 more pages. The original document is
extensively numbered and cross referenced:

---------------------------------
7.2 Variables

7.2.1 The names of variables in the assertion language shall
consist of strings of ISO/IEC 10646-1 characters that match
the "NCName" production in W3C XML Namespaces.

7.2.2 Variables whose name begins with a LOW LINE
character ("_") are global variables. Any other variables are
local variables.

7.2.3 Global variables shall have a lifetime that extends over
the processing of an entire assertion. They may be created
within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9
[....if there are further ways of creating global variables,
references to the relevant subclauses should be added there])
but shall be associated with the entire assertion and shall not
be destroyed until the assertion terminates. Global variables
may also be created as input parameters of assertions (see 8.3.2.4).
---------------------------------

Unfortunately all the numbering is by hand!! There are no number
fields in the original document. There were (of course) numbering
errors in the original, and now that whole sections have been
deleted the numbering is pure fiction.

Numbered headings exist from 1 to at least 3 levels, e.g., "5
Terminology" to "8.23.2 Semantics"

Numbered paragraphs exist from 2 to at least 4 levels, e.g.,
"1.8 Any organization contemplating the use of test methods
defined in this Standard should carefully consider ..."
to
"8.10.2.4 The names of all local variables of an activity
(including the input and output parameters ..."


The goal: To have a set of heading styles and paragraph styles
which use the same numbering scheme. I tried two things.

1. I created a style called "MyPara 4" based on "Heading 4". This
worked great -- there was much joy and dancing -- until I closed and
reopened the document. Then this happened:

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

2. I set up heading numbering per Shauna's web site. I gave the
ListNum field list the name "MyListNum". Then I tried to have
"MyNewPara 1", "MyNewPara 2", ... "MyNewPara 9" use the same
"MyListNum" but Word 2003 doesn't allow that. :-(


What I would like to do is apply "Heading 2" and "MyNewPara 3" to
the sample yielding the below (supposing it is now section 5).

---------------------------------
5.2 7.2 Variables

5.2.1 7.2.1 The names of variables in the assertion language shall
consist of strings of ISO/IEC 10646-1 characters that match
the "NCName" production in W3C XML Namespaces.

5.2.2 7.2.2 Variables whose name begins with a LOW LINE
character ("_") are global variables. Any other variables are
local variables.

5.2.3 7.2.3 Global variables shall have a lifetime that extends over
the processing of an entire assertion. They may be created
within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9
[....if there are further ways of creating global variables,
references to the relevant subclauses should be added there])
but shall be associated with the entire assertion and shall not
be destroyed until the assertion terminates. Global variables
may also be created as input parameters of assertions (see 8.3.2.4).
---------------------------------

I'll leave all the old numbers in the text until the cross
references are fixed, then I'll delete them.


Is it possible to do this, or should I just give up and make a
header for each paragraph that is now numbered?

Thanks.

-- Mark

Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of
9 styles to apply to the paragraphs. Unfortunately, Word 2003 does
not allow the same "ListNum field list name" to be used for both
sets of styles so the paragraph numbers have no relationship to the
heading numbers. I printed & looked at the FAQ's "Word's Numbering
Explained" but I didn't see anything super-helpful on first read.

VBA is out because the document is going to be edited by a lot of
people.

Is it even possible to set up two sets of styles that share the
same numbering sequence?

Thanks.

-- Mark

Robert M. Franz wrote:
Hi Mark

Mark Jerde wrote:
[..]
I want a single outline numbering scheme which is used by both
the Heading and Outline styles. I had this working for Outline
4 but when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob

 

[Suzanne S. Barnhill]

Bulleted lists don't necessarily have to be added to the outline because
their "numbering" is not an issue. Ordinary numbered lists could be included
if they will always be at a certain level, just so you can set them to
restart numbering after the higher level (they do not need to include any of
the numbering from the higher level). Otherwise you'll have to restart them
manually, but that may be necessary if they don't occur at a predictable
level. Keep in mind, too, that if the numbering is fixed (won't be
changing), it's sometimes easier to number such lists manually (using plain
text, not autonumbering), though that makes cross-references trickier.

Suzanne -- Ok, I'll give it a try.

Does it matter that there are quite a few bullet and numbered lists in the
document? If that is a problem I may be able to add them to the
heirarchy.

Thanks.

-- Mark

I still believe that you can use outline numbering for all the
paragraphs. Note that the numbered paragraphs don't have to be
headings just because they use a heading style. Alternatively, you
don't have to use heading styles; you can use the List Number series
instead. Or you can mix and match. As long as they're all part of a
single outline-numbered list, they will maintain the correct
hierarchy and restart numbering as needed. And you can modify the
styles to look any way you need them to.

Suzanne S. Barnhill wrote:
I think you're confused.

It's not the first time... ;-)

You apply numbering to the heading styles,
and then you use them for the outline. Outline entries don't have to
be headings to use heading styles.

Background: I inherited a 129-page document, edited it down to 111
pages, then inserted about 40 more pages. The original document is
extensively numbered and cross referenced:

---------------------------------
7.2 Variables

7.2.1 The names of variables in the assertion language shall
consist of strings of ISO/IEC 10646-1 characters that match
the "NCName" production in W3C XML Namespaces.

7.2.2 Variables whose name begins with a LOW LINE
character ("_") are global variables. Any other variables are
local variables.

7.2.3 Global variables shall have a lifetime that extends over
the processing of an entire assertion. They may be created
within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9
[....if there are further ways of creating global variables,
references to the relevant subclauses should be added there])
but shall be associated with the entire assertion and shall not
be destroyed until the assertion terminates. Global variables
may also be created as input parameters of assertions (see 8.3.2.4).
---------------------------------

Unfortunately all the numbering is by hand!! There are no number
fields in the original document. There were (of course) numbering
errors in the original, and now that whole sections have been
deleted the numbering is pure fiction.

Numbered headings exist from 1 to at least 3 levels, e.g., "5
Terminology" to "8.23.2 Semantics"

Numbered paragraphs exist from 2 to at least 4 levels, e.g.,
"1.8 Any organization contemplating the use of test methods
defined in this Standard should carefully consider ..."
to
"8.10.2.4 The names of all local variables of an activity
(including the input and output parameters ..."


The goal: To have a set of heading styles and paragraph styles
which use the same numbering scheme. I tried two things.

1. I created a style called "MyPara 4" based on "Heading 4". This
worked great -- there was much joy and dancing -- until I closed and
reopened the document. Then this happened:
6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

2. I set up heading numbering per Shauna's web site. I gave the
ListNum field list the name "MyListNum". Then I tried to have
"MyNewPara 1", "MyNewPara 2", ... "MyNewPara 9" use the same
"MyListNum" but Word 2003 doesn't allow that. :-(


What I would like to do is apply "Heading 2" and "MyNewPara 3" to
the sample yielding the below (supposing it is now section 5).

---------------------------------
5.2 7.2 Variables

5.2.1 7.2.1 The names of variables in the assertion language shall
consist of strings of ISO/IEC 10646-1 characters that match
the "NCName" production in W3C XML Namespaces.

5.2.2 7.2.2 Variables whose name begins with a LOW LINE
character ("_") are global variables. Any other variables are
local variables.

5.2.3 7.2.3 Global variables shall have a lifetime that extends over
the processing of an entire assertion. They may be created
within any activity (see 8.6.2.3, 8.7.2.3, 8.12.2.5.1, 8.15.2.9
[....if there are further ways of creating global variables,
references to the relevant subclauses should be added there])
but shall be associated with the entire assertion and shall not
be destroyed until the assertion terminates. Global variables
may also be created as input parameters of assertions (see 8.3.2.4).
---------------------------------

I'll leave all the old numbers in the text until the cross
references are fixed, then I'll delete them.


Is it possible to do this, or should I just give up and make a
header for each paragraph that is now numbered?

Thanks.

-- Mark





Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of
9 styles to apply to the paragraphs. Unfortunately, Word 2003 does
not allow the same "ListNum field list name" to be used for both
sets of styles so the paragraph numbers have no relationship to the
heading numbers. I printed & looked at the FAQ's "Word's Numbering
Explained" but I didn't see anything super-helpful on first read.

VBA is out because the document is going to be edited by a lot of
people.

Is it even possible to set up two sets of styles that share the
same numbering sequence?

Thanks.

-- Mark

Robert M. Franz wrote:
Hi Mark

Mark Jerde wrote:
[..]
I want a single outline numbering scheme which is used by both
the Heading and Outline styles. I had this working for Outline
4 but when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob

 

[Mark Jerde]

Thanks everyone! It took some doing but I got the outline numbering to
work. The headings and paragraphs are in sync. I ended up with "_MyHead"
1-3 and "_MyPara" 2-5

If this is of general interest I'd be willing to put together something for
posting on a web site somewhere.

-- Mark

 

[Chad DeMeyer]

Mark,

I am still on Word 2000, so it is possible you are experiencing a problem
unique to 2003, or 2002 and above. However, I remember experiencing a
similar problem in Word 97. I found two fixes that worked in different
cases.
Fix 1: put your cursor in one of the paragraphs that isn't numbering
correctly. Go to Format>Bullets and Numbering. Click OK without taking any
action. Sometimes this will force Word to recompute and fix its numbering.
Fix 2: sometimes I found I had to reapply the Heading styles to the Heading
paragraphs that preceded the problem numbering. This was a one-time fix -
once it was done it stayed fixed.

Hope that helps.
Regards,
Chad

Chad -- Comments inline.

If I understand correctly, you want to use 1 set of styles for
Headings (the built-in Heading styles) and another set of styles for
paragraphs that come under these headings?

We have a need to do that in some of our templates where I work (e.g.,
specifications). Two different sets of styles are needed because we
need the paragraphs to number in the same outline as the headings,
but not come into the contents or have the formatting of the heading
styles applied (e.g., bold, keep with next).

I was able to set this up in those templates by basing each style in
the second set on the Heading style at the same level, then modifying
that style to format more like body text. That is, "Numbered
Paragraph 2" is based on "Heading 2", "Numbered Paragraph 3" is based
on "Heading 3", etc.

This was the first thing I tried, but when I closed and reopened the
document this happened:
Are you using Word 2003, and if so does your method work?

Thanks.

-- Mark

This approach has mostly worked on a project with hundreds of
employees who use these templates. It isn't totally bulletproof -
users can break it. I haven't tested this in later versions of Word,
but when the template was originally created in Word 97, I found that
if the users accidentally caused the numbered paragraph styles to no
longer number, in order to fix it I had to delete and re-create the
style.

Hope this helps.

Regards,
cjd

Robert & garfield-n-odie -- Thanks for the replies.

I set up headings per Shauna's instruction. Then I set up a set of
9 styles to apply to the paragraphs. Unfortunately, Word 2003 does
not allow the same "ListNum field list name" to be used for both
sets of styles so the paragraph numbers have no relationship to the
heading numbers. I printed & looked at the FAQ's "Word's Numbering
Explained" but I didn't see anything super-helpful on first read.

VBA is out because the document is going to be edited by a lot of
people.

Is it even possible to set up two sets of styles that share the same
numbering sequence?

Thanks.

-- Mark

Robert M. Franz wrote:
Hi Mark

Mark Jerde wrote:
[..]
I want a single outline numbering scheme which is used by both the
Heading and Outline styles. I had this working for Outline 4 but
when I closed and reopened the document these paragraphs

6.1.3.1 The standard specifies ...
6.1.3.2 The service provider ...

were renumbered to

1.1.1.7 The standard specifies ...
1.1.1.8 The service provider...

See:

[1] Word's numbering explained (by John McGhie)
http://word.mvps.org/FAQs/Numbering/WordsNumberingExplained.htm
[2] How to do it in VBA (by Dave Rado)
http://word.mvps.org/FAQs/Numbering/CureListNumbering.htm
[3] How to do it manually (by Shauna Kelly)
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

Start off with [3] and if you need to know more, then go to [1].

Greetinx
.bob