Notebook problems: numbering and printing

[john]

NUMBERING PROBLEMS
After formatting and using Numbering, when I press Demote, say,
Notebook demotes to a bulleted item. When I press the Numbering
button, the number does not correspond with the demoted level (eg.
Demoting a numbered entry 3.3 produces a bulleted entry; pressing the
Numbering key does not produce 3.2.1)

Similar problems with Move Up/Down

It's a pain to use the dropdown menu every time, go to Numbering, and
Customise. Even so, performing this operation and checking Apply to
Whole List box, does not always work. Eg. When I've selected the
numbers for each level to give, say, 2.1.1, it shows up on the preview
screen OK, and then shows as such on the Notebook list, but after I
Save and Open again, it reverts to 2.1.2.

How can I get Notebook to:
(a) default to Numbering rather than Bullets
(b) automatically adjust to the numbering appropriate to the level and
selected format?

PRINTING PROBLEMS
For several Notebook documents I want to print only Level 2 items. I
change all the triangles to show only Level 2 on the screen. As with
Outline view , I pressed the Print icon in the Tool bar rather than the
dropdown Print or Apple+P. The first time I tried this it worked, as
in Outline, and printed off only what appeared on the screen. All
subsequent times for the same document it printed off all levels.

How can I get Notebook to print off only the levels shown on the
screen?

Many thanks

John

 

[John McGhie [MVP - Word and Word Macintosh]]

Hi John:

I suggest that you do not combine questions in these groups: one question
one post. The reason is that the people most capable of answering are
"specialists", they will rapidly scan the items looking for ones in their
area.

If one of them posts, the others will see "Ah, it's been answered... Next!"
Sorry about that, but some of us have to get through two or three hundred
questions a day in our spare time

Now: Your numbering problems come from not understanding the mechanism.
Don't feel bad, nobody else does either Basically, the problem is that
your numbering is not correctly defined in STYLES. When you promote or
demote, you are altering the "Outline Level" of the paragraph. That should
switch to a different formatting style. In your case, it's switching to the
wrong one.

Shauna Kelly has a great explanation here:
http://www.shaunakelly.com/word/index.html

I suggest that you do not try to change anything until you have understood
all that

I think your printing problem is coming from the same cause. When printing
in Outline View, only the displayed levels are printed. Your levels are
wrong (probably, all paragraphs are at the same level) so it's printing the
wrong thing.

Hope this helps

NUMBERING PROBLEMS
After formatting and using Numbering, when I press Demote, say,
Notebook demotes to a bulleted item. When I press the Numbering
button, the number does not correspond with the demoted level (eg.
Demoting a numbered entry 3.3 produces a bulleted entry; pressing the
Numbering key does not produce 3.2.1)

Similar problems with Move Up/Down

It's a pain to use the dropdown menu every time, go to Numbering, and
Customise. Even so, performing this operation and checking Apply to
Whole List box, does not always work. Eg. When I've selected the
numbers for each level to give, say, 2.1.1, it shows up on the preview
screen OK, and then shows as such on the Notebook list, but after I
Save and Open again, it reverts to 2.1.2.

How can I get Notebook to:
(a) default to Numbering rather than Bullets
(b) automatically adjust to the numbering appropriate to the level and
selected format?

PRINTING PROBLEMS
For several Notebook documents I want to print only Level 2 items. I
change all the triangles to show only Level 2 on the screen. As with
Outline view , I pressed the Print icon in the Tool bar rather than the
dropdown Print or Apple+P. The first time I tried this it worked, as
in Outline, and printed off only what appeared on the screen. All
subsequent times for the same document it printed off all levels.

How can I get Notebook to print off only the levels shown on the
screen?

Many thanks

John

--

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 (0) 4 1209 1410

 

[Daiya Mitchell]

Re the printing issue--

Side note--make sure you don't go through Print Preview. In a
non-notebook-layout document, going to Print Preview first would also cause
the problem you describe. The Quick Preview in the Print dialog does not
seem to be a problem, but I haven't tested it with notebook layout.

The default Print icon on the toolbar bypasses the whole print dialog, which
is why you noticed that difference.

 

[john]

Hi John

As a neophyte, many thanks for tip on separating problems and also on
directing me to Shauna Kelly's excellent website. (How on earth would
Microsoft expect me to know that Bullets and Numbering and Toolbar
numbering should not be used to control numbering!)

I've encountered a problem, however, in following her advice. In 2.4
"Controlling the indenting around numbers," Shauna advises that for
Text position:
(a) set Tab Space After to determine how far in from LH margin you want
the text on the first line to start.
But Word for Mac 2004 (V11.2) doesn't allow me to alter this (the up
and down arrows are greyed out).
(b) If you want the text on the second and subsequent lines to start
directly under the text on the first line (which I do), set this equal
to the Tab Space After measure.
If I do,text in the second and subsequent lines are nearer the LH
margin than the text in the first line.

Incidentally, Word has twice crashed when I've been attempting this
using OSX 10.4.5

Hope you can help

John

 

[John McGhie [MVP - Word and Word Macintosh]]

Hi John:

Time to re-name your Normal Template (Word must be quit when you do this...)
and start again.

"Crashing" when you are attempting to modify an Outline Numbering scheme is
a sure sign that the List Template underneath it is corrupt. A List
Template is a different thing from a Document Template, sorry about that:
Microsoft has no respect at all for the English language.

Once a List Template corrupts, it can become "read-only, in which case, any
attempt to modify it will result in things being greyed out. Replacing the
Normal template ensures that the Notebook documents you create in future
will be back to the default settings and the List Templates in them won't be
corrupt.

As to the document you're working on now: You can "try" a "Maggie". AFTER
you have re-named your Normal template, Word will create a new blank default
when it next restarts. After that, create a new blank document and save it.
Then open the bad one and carefully select everything except the last
paragraph mark. Copy, and paste that into the blank document.

That might fix it.

Cheers

Hi John

As a neophyte, many thanks for tip on separating problems and also on
directing me to Shauna Kelly's excellent website. (How on earth would
Microsoft expect me to know that Bullets and Numbering and Toolbar
numbering should not be used to control numbering!)

I've encountered a problem, however, in following her advice. In 2.4
"Controlling the indenting around numbers," Shauna advises that for
Text position:
(a) set Tab Space After to determine how far in from LH margin you want
the text on the first line to start.
But Word for Mac 2004 (V11.2) doesn't allow me to alter this (the up
and down arrows are greyed out).
(b) If you want the text on the second and subsequent lines to start
directly under the text on the first line (which I do), set this equal
to the Tab Space After measure.
If I do,text in the second and subsequent lines are nearer the LH
margin than the text in the first line.

Incidentally, Word has twice crashed when I've been attempting this
using OSX 10.4.5

Hope you can help

John

--

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 (0) 4 1209 1410

 

[john]

Hi John

Many thanks for this. Sorry to be dumb, but how do I rename the Normal
Template? I've done a search and can't find it. Neither can I find it
in the Microsoft Office 2004>Templates folder.

John

 

[JE McGimpsey]

Many thanks for this. Sorry to be dumb, but how do I rename the Normal
Template? I've done a search and can't find it. Neither can I find it
in the Microsoft Office 2004>Templates folder.

The Normal template was moved in Office 2004 to the MUD folder. This is
described in Word Help ("About templates:The Normal template"):