Making Dichotomous Keys in Word

[Andy_M]

Does anyone have an ytips on setting up numbering in Word to make
building dichotomous keys easier? These are basically outline-like
lists used for identifying organisms in biology and have other various
uses in science and elsewhere. Here is a simple example:

1. Plant purple..........Plantus purplius
1' Plant green...........2
2. Flowers tubular, yellow........3
3. Leaves simple..........Plantus simplius
3' Leaves compound....Plantus compoundus
2' Flowers 2-lipped, red........4
4. Stem spiny..........Plantus spinius
4' Stem smooth..........5
5. Plant named Bob.........Plantus bob
5' Plant named Ned.........Plantus ned

Small ones like this are easy to do manually, but when you are dealing
large lists it gets really tedious, especially when you have to edit a
key and insert a new line and change all of the numbering. Any tips
would be much appreciated!

 

[Shauna Kelly]

Hi Andy

Something might be possible, but you might have to explain how this list
works.

Is this like a table of contents, where .........3 is a tab leader and 3 is
the page number on which I'll find information about Flowers tubular,
yellow? Or, is ........3 a reference to the number that goes with Leaves
simple?

And, how is the numbering to work? In particular, why did Flowers 2-lipped,
red have the number 2, and not 4? And, what relationship does 1 have to 1'?
Is it the same relationship as 2 and 2'?

Finally, what version of Word are you using?

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

 

[Andy_M]

Shauna (or anyone else with ideas on this) -

These keys (lists) work much like a choose your own adventure book.
Each lead gives you 2 choices (hence dichotomous) - in my simple
example, if you are looking at a plant that is purple, you would
choose 1. which would lead you to "Plantus purplius" as your answer.
If you have a green plant, you would choose 1' which tells you to
proceed onto lead 2, etc. A further complication comes when reach 2,
because both 2. and 2' take you to other choices. The basic rules of a
key like this are as follows: 1) there are always 2 (mutually
exclusive) choices (e.g., "1." and "1'" - you can annotate these any
way, this is just a common format - some will also use "1a" and "1b"),
these can either lead you to a solution or tell you to proceed to
another numbered choice; 2) When a line directs you to another
numbered choice, this new choice will be directly below the previous
line and indented 1 tab stop; 3) 2 choices of the same numerical value
are always at the same tab stop; 4) Standard form is that keys are
bottom heavy, i.e. the first choice will take you to fewer choices
than the second choice (if there is a difference).

Granted, this is a nasty problem that may not be fully solvable in
Word (I'm using Word 2004 for Mac). I imagine that at least the
left-side numbering and indentation could be figured out, but I doubt
there is any way to automate the right-side "choose your own
adventure" style numbering.

For examples of keys online, check out:

http://ucjeps.berkeley.edu/cgi-bin/get_key.pl?PINUS - This is a
key to the Pines of California, a great example of a decently complex
key of the type I was trying to describe (poorly) above

http://ucjeps.berkeley.edu/moorea/fern_key.html - This is one I
made, a simplified format for the web that may actually be more
attainable in Word, not sure

Thanks!

- Andy

 

[Shauna Kelly]

Hi Andy

If I've understood your needs correctly, then this is pretty straight
forward. These instructions are for Word 2003 on a PC, so there may be
slight differences to the menu items you'll need to use.

You need to choose (or create) two styles. I used the built-in Heading 1 and
Heading 2. Use Heading 1 when you want 1, 2 or 3. Use Heading 2 when you
want 1', 2' or 3'.

For convenience, ensure that your second style is based on the first one.
That is, modify Heading 2 to be based on Heading 1. Modify the styles so
they have the font, size and weight that you need.

Set up the numbering as described at
How to create numbered headings or outline numbering in your Microsoft Word
document
http://www.ShaunaKelly.com/word/numbering/OutlineNumbering.html

In those instructions, when you get to the Customize Outline Numbered List
box, for Level 1, associate the appropriate style (I used Heading 1). Delete
everything in the Number Format box. In the Number Style box, choose 1, 2
,3.... For Level 2, associate the appropriate style (I used Heading 2).
Delete everything in the Number Format box. In the Previous Level number
box, choose Level 1. Now, click in the Number Format box and add a ' after
the number Word added for you.

To create the left-hand elements in the list, apply Heading 1 to generate
the "1" and type Plant purple. In the next paragraph, apply Heading 2 to
generate the "1'" and type Plant green. Continue in this way, alternating
between Heading 1 and Heading 2. It's OK to omit a heading 2 paragraph (your
original list has 2 Flowers tubular, yellow, but no 2'). And before you get
irritated at applying the styles, modify the "Style for the following
paragraph" of each style so that Heading 1 is followed by Heading 2. And
Heading 2 is followed by Heading 1.


To create the right-hand elements in the list, first you'll need to modify
the Heading 1 and Heading 2 styles to give them an appropriate tab with a
tab leader.

Now, click after the text Plant Purple, press Tab and type Plantus purplius.
Click after Plant Green, press Tab and then do Insert > Reference > Cross
Reference. In the Reference Type box, choose Heading (assuming you used the
built-in heading styles) or Numbered Item. In the Insert Reference To box
choose Heading number. In the For which heading box, choose Flowers tubular,
yellow and click Insert.

That inserts a cross-reference field. The fields won't update automatically
as you make changes to the list. You have to click on a field and do F9, or
co ctrl-a and then F9 to update all fields in the document. Make sure you
tick the box at Tools > Options > Print > Update fields. This will ensure
that the fields update when you print.

Post back if you have problems.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word