Hi Snowfall:
See my earlier answer. I'm a long document specialist, I do this for a
living :-0)
The Outline View is there in Word 2004. However, now you have explained the
problem
The copy you are editing is not using Outline styles. The reason we
recommend using the built-in Heading 1 to 9 styles in Microsoft Word is to
overcome this problem. If your authors use the built-in styles, Outline
View works the same in Word 2004 as it does in Word 2003.
The operation you are talking about in Word 2003 is simply "Applying the
correct styles" to the headings. Read everything you can find in the Help
about Styles so you know what I am talking about.
You are using the Task Pane in Word 2003 to Apply Heading-series styles to
each paragraph. If you do a lot of this, you will probably prefer to make a
custom toolbar for yourself (look up Customize in the Help) and put your
favourite styles on it so they are one click away without having to reveal
the Task Pane or Formatting Palette all the time.
There's a quicker way to do what you describe:
In Word 2003:
select a heading, then use the "Select all text with similar formatting"
command (look it up in the help) to select all of the headings of the same
level, THEN click the Heading Style that you want. It will do them all in
one go.
In Word 2004:
1) Display the Formatting Palette
2) Drop down the Styles divider
3) Select (triple-click) a heading paragraph
4) On the Formatting Palette, click Select All
5) On the formatting Palette, click the Heading style you want
This applies, for example, "Heading 1" style to every paragraph that was
previously formatted the way the paragraph you selected was.
There's another way to do it...
If you do not want to change the style names in the original manuscript, you
can use Format>Style to set the Outline property of the Paragraph format for
the styles they have used.
If your authors have used styles they have invented for themselves, they
have probably not assigned the Outline Level to their styles.
1) Click in a paragraph formatted with one of their styles
2) Choose Format>Style>Modify>Format>Paragraph>Indents and Spacing and set
the Outline Level.
The most major heading should be set to Level 1, the sub heading to Level 2,
the smallest level to Level 9. You can assign the same level to more than
one style name, but it's not a good idea, it can get a bit confusing working
on the document.
While you are modifying their styles, how about you apply colours to the
font so you can easily see the differences when editing in Normal View?
Compared with Page Layout Viw, Normal View is much less power-hungry, and it
shows you a lot more of the formatting marks and characters. It's the best
view to use for copyediting of long and complex documents. But it's
(intentionally) not a WYSIWYG View, so you need to adjust it to your tastes.
Hope this helps
What I need is a way to do what Word 2003 does: when I'm coyediting a
manuscript, the ms may come to me with the chapter titles (call the
A-level heads), subheads (B-heads), sub-subheads (C-, D-, etc.) all
done in the same size. They have to be differentiated, for the
designer who will be setting up the appearance of the book. I was
shown (very quickly) Word 2003's option, and I THINK it was View >
Outline > [then a drop-down menu would appear] > heading (several sizes
of the word "heading"). You could drag the largest word "heading" up
to the chapter title, and the title would be enlarged. You'd drag the
next-largest to the subhead, and that would appear in small print than
the chapter title, and so on. At the end of these applications, it
would be very clear what were chapter titles, subheads, etc.
I haven't been able to locate this function in Word 2004 for Mac.
Help!
--
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
