Setting up a large document with outline style

[Rosemary]

Hello,

I am styling a document that is about 250 pages long. The format is an
outline. Only the first four levels will be included in the Table of
Contents.

The fourth level is problematic, because sometimes it's a heading (to be
included in the TOC), and sometimes it is only a numbered paragraph.

Here is what the levels look like:

I. [Heading Level 1 - TOC]

A. [Heading Level 2 - TOC]

1. [Heading Level 3 - TOC]

(a) [Heading Level 4 - TOC]

OR

(a) Outline text paragraph.

(i) Outline text paragraph.

(1) Outline text paragraph.

(A) Outline text paragraph.

As you see, we have at least 7 levels (possibly 9), with only the first four
to be included in the TOC.

I know how to set up a TOC using Heading styles. I also know how to set up
Outline Numbering. My question is, what is the appropriate sequence of steps
to do when setting this up, with the first few levels as TOC, and the
remaining levels as Outline numbering? Do I first set up the outline
numbering scheme, then link the first four levels to the Headings Styles 1
through 4? Also, what is the best way to handle Level 4, which alternates
between a Heading style and a numbered paragraph?

Thanks!!
Rosemary

 

[Word Heretic]

G'day "Rosemary" <[email protected]>,

The problem here is that your style guide does not make any allowances
for the capability of the tool in use - Word. You need to come up with
a numbering design that can be supported for word, like headings using
one number set and paragraphs another.



Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

 

[Joseph N.]

Only the first four levels will be included in the Table of
Contents.

The fourth level is problematic, because sometimes it's a
heading (to be included in the TOC), and sometimes it is only a
numbered paragraph.

Well, I tried to quote the answer, but my newsreader doesn't like it
for some reason and won't send it. So, I'll just note that Shauna
Kelly answered your question when you posted it back in November.
You can search newsgroups, or this group, for this message ID:
Message-ID: <#[email protected]>

 

[Rosemary]

Hi,

Unfortunately, the numbering design is not mine -- it's the attorney's. But
can you explain more what you mean by "headings using one number set and
paragraphs another"? I think this is, in fact, what I am trying to
accomplish, but I need more detail -- can you elaborate for me?

Thanks,
Rosemary

G'day "Rosemary" <[email protected]>,

The problem here is that your style guide does not make any allowances
for the capability of the tool in use - Word. You need to come up with
a numbering design that can be supported for word, like headings using
one number set and paragraphs another.



Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

Hello,

I am styling a document that is about 250 pages long. The format is an
outline. Only the first four levels will be included in the Table of
Contents.

The fourth level is problematic, because sometimes it's a heading (to be
included in the TOC), and sometimes it is only a numbered paragraph.

Here is what the levels look like:

I. [Heading Level 1 - TOC]

A. [Heading Level 2 - TOC]

1. [Heading Level 3 - TOC]

(a) [Heading Level 4 - TOC]

OR

(a) Outline text paragraph.

(i) Outline text paragraph.

(1) Outline text paragraph.

(A) Outline text paragraph.

As you see, we have at least 7 levels (possibly 9), with only the first four
to be included in the TOC.

I know how to set up a TOC using Heading styles. I also know how to set up
Outline Numbering. My question is, what is the appropriate sequence of steps
to do when setting this up, with the first few levels as TOC, and the
remaining levels as Outline numbering? Do I first set up the outline
numbering scheme, then link the first four levels to the Headings Styles 1
through 4? Also, what is the best way to handle Level 4, which alternates
between a Heading style and a numbered paragraph?

Thanks!!
Rosemary

 

[Rosemary]

Hi Joseph,

Yes, I believe you are referring to the problem I described with Level 4.
The problem is that sequence numbering is a little too advanced for a
document that will be edited by users who are not our "power users".

What happened is that originally I was working with a document that had been
already styled, so I had to "clean up" inconsistencies and work within the
existing style setup. However, since I first presented this question, we now
have a version of the document that is all in Normal style -- which presents
me with a good opportunity to style it "from scratch". So I've gone back to
the drawing board, and am starting all over again, trying to make sure I have
the best possible overall styling and numbering scheme for this document. It
gets edited and published once every year, so I'd like it to be "clean" for
next year's round of edits.

Many thanks,
Rosemary

 

[Charles Kenyon]

You may need to do extensive repair on this document.

1) Documents should not be reused. Instead, templates should be developed
for creation of new documents. Reusing and heavily editing documents is a
really great way to (a) end up losing your work and (b) inadvertently
disclose confidential client or firm information.

2) There is a phrase "spaghetti numbering" that describes the results of
heavily editing a numbered document that is not properly set up using styles
for the numbering.

3) You are not going to be able to easily achieve your level 4 split
numbering scheme. If the level 4 paragraphs that will not appear in your TOC
will never be interspersed with ones that will appear in the TOC it is
probably not too difficult. As was stated, you would need two parargraph
styles, both numbered and set to restart numbering at a change in level 3,
one a heading style and the other a body style. (Formatting can be the same
for both.) If they are going to be interspersed, you might be better off
with simply a numbered body style and manually applying TOC fields to the
ones you want in your TOC. Otherwise it is going to take big-time editing to
keep the numbering straight.

See: How to create numbered headings or outline numbering in your Word
document
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html.

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

Legal Numbering
http://www.addbalance.com/usersguide/numbering.htm

Seven Laws of Outline Numbering
http://www.microsystems.com/fra_sevenlawsofoutlinenumbering.htm

The following are some discussions on the Microsoft newsgroups on numbering:
Nightmare on ListNumbering Street <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=9e790fa7ed2886b3,18&ic=1>
The Joy of Lists <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=811287ebce8fc203,15&ic=1>
Relinking ListTemplates <URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&th=2350746054c838e,12&ic=1>
Outline numbering: restart doesn't restart <URL:
http://groups.google.com/[email protected]#p>
Format Doesn't "Hold" <URL:
http://groups.google.com/[email protected]#p>
(above list compiled by Dave Rado, Word MVP)

ListNumbering Street Revisited <URL:
http://groups.google.com/groups?hl=en&safe=off&th=57df77857e4993ce>

See the latest numbering discussion I've seen, especially post #4 which
contains Dave Rado's concise instructions for setting up heading numbering.
<URL:
http://groups.google.com/groups?hl=en&lr=&safe=off&ic=1&th=bce07d7714769f5c>

Hope this helps. Write back if you need the links on moving from Word
Perfect to Word.

 

[Rosemary]

Thanks, Charles. I believe what they did with this document is copy and
paste special/unformatted text into a new blank document container. They
then left the entire document in Normal style. There is not even automatic
numbering in this document at present. I will visit the websites you
illustrated so that I can make sure and set up this new document
appropriately (thanks). And thanks also for (3) -- it is clearer to me now
how to approach this problem.

If the document styles and numbering are appropriately set up, then I am not
sure it is a good candidate for making into a template. Our firm does has a
utility it uses for cleaning out metadata.

The document is a 250-page thesis on a topic (not client-specific, but
general to the legal industry) that this particular attorney publishes for a
conference that takes place each year. Some years the text is lightly
edited, some years a little more heavily. Would changing it into a template
be beneficial or necessary under these circumstances?

Thanks,
Rosemary

 

[Word Heretic]

G'day "Rosemary" <[email protected]>,

Indeed Miss/Mrs Rosemerry, I have elaborated at detail in a set of
articles I am writing for the MVP site at present - please do write an
email directly to me requesting my style magic

Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

Hi,

Unfortunately, the numbering design is not mine -- it's the attorney's. But
can you explain more what you mean by "headings using one number set and
paragraphs another"? I think this is, in fact, what I am trying to
accomplish, but I need more detail -- can you elaborate for me?

Thanks,
Rosemary

G'day "Rosemary" <[email protected]>,

The problem here is that your style guide does not make any allowances
for the capability of the tool in use - Word. You need to come up with
a numbering design that can be supported for word, like headings using
one number set and paragraphs another.



Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

Hello,

I am styling a document that is about 250 pages long. The format is an
outline. Only the first four levels will be included in the Table of
Contents.

The fourth level is problematic, because sometimes it's a heading (to be
included in the TOC), and sometimes it is only a numbered paragraph.

Here is what the levels look like:

I. [Heading Level 1 - TOC]

A. [Heading Level 2 - TOC]

1. [Heading Level 3 - TOC]

(a) [Heading Level 4 - TOC]

OR

(a) Outline text paragraph.

(i) Outline text paragraph.

(1) Outline text paragraph.

(A) Outline text paragraph.

As you see, we have at least 7 levels (possibly 9), with only the first four
to be included in the TOC.

I know how to set up a TOC using Heading styles. I also know how to set up
Outline Numbering. My question is, what is the appropriate sequence of steps
to do when setting this up, with the first few levels as TOC, and the
remaining levels as Outline numbering? Do I first set up the outline
numbering scheme, then link the first four levels to the Headings Styles 1
through 4? Also, what is the best way to handle Level 4, which alternates
between a Heading style and a numbered paragraph?

Thanks!!
Rosemary

 

[Rosemary]

Hi Steve,

Do I go to wordheretic.com and send you an e-mail from there, or can I get
your e-mail address?

Many thanks,
Rosemary

G'day "Rosemary" <[email protected]>,

Indeed Miss/Mrs Rosemerry, I have elaborated at detail in a set of
articles I am writing for the MVP site at present - please do write an
email directly to me requesting my style magic

Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

Hi,

Unfortunately, the numbering design is not mine -- it's the attorney's. But
can you explain more what you mean by "headings using one number set and
paragraphs another"? I think this is, in fact, what I am trying to
accomplish, but I need more detail -- can you elaborate for me?

Thanks,
Rosemary

G'day "Rosemary" <[email protected]>,

The problem here is that your style guide does not make any allowances
for the capability of the tool in use - Word. You need to come up with
a numbering design that can be supported for word, like headings using
one number set and paragraphs another.



Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

Hello,

I am styling a document that is about 250 pages long. The format is an
outline. Only the first four levels will be included in the Table of
Contents.

The fourth level is problematic, because sometimes it's a heading (to be
included in the TOC), and sometimes it is only a numbered paragraph.

Here is what the levels look like:

I. [Heading Level 1 - TOC]

A. [Heading Level 2 - TOC]

1. [Heading Level 3 - TOC]

(a) [Heading Level 4 - TOC]

OR

(a) Outline text paragraph.

(i) Outline text paragraph.

(1) Outline text paragraph.

(A) Outline text paragraph.

As you see, we have at least 7 levels (possibly 9), with only the first four
to be included in the TOC.

I know how to set up a TOC using Heading styles. I also know how to set up
Outline Numbering. My question is, what is the appropriate sequence of steps
to do when setting this up, with the first few levels as TOC, and the
remaining levels as Outline numbering? Do I first set up the outline
numbering scheme, then link the first four levels to the Headings Styles 1
through 4? Also, what is the best way to handle Level 4, which alternates
between a Heading style and a numbered paragraph?

Thanks!!
Rosemary

 

[Charles Kenyon]

The use you describe is that of a document rather than a template. Shauna
Kelly's article should be sufficient. John McGhie's will tell you more than
you probably want to know.

Nevertheless, with a document that important, you will want to keep numerous
backups. These should be separate files, not using the Versions "feature."

 

[Word Heretic]

G'day "Rosemary" <[email protected]>,

replace the 'from' with an @

Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

Hi Steve,

Do I go to wordheretic.com and send you an e-mail from there, or can I get
your e-mail address?

Many thanks,
Rosemary

G'day "Rosemary" <[email protected]>,

Indeed Miss/Mrs Rosemerry, I have elaborated at detail in a set of
articles I am writing for the MVP site at present - please do write an
email directly to me requesting my style magic

Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

Hi,

Unfortunately, the numbering design is not mine -- it's the attorney's. But
can you explain more what you mean by "headings using one number set and
paragraphs another"? I think this is, in fact, what I am trying to
accomplish, but I need more detail -- can you elaborate for me?

Thanks,
Rosemary


:

G'day "Rosemary" <[email protected]>,

The problem here is that your style guide does not make any allowances
for the capability of the tool in use - Word. You need to come up with
a numbering design that can be supported for word, like headings using
one number set and paragraphs another.



Steve Hudson - Word Heretic

steve from wordheretic.com (Email replies require payment)
Without prejudice


Rosemary reckoned:

Hello,

I am styling a document that is about 250 pages long. The format is an
outline. Only the first four levels will be included in the Table of
Contents.

The fourth level is problematic, because sometimes it's a heading (to be
included in the TOC), and sometimes it is only a numbered paragraph.

Here is what the levels look like:

I. [Heading Level 1 - TOC]

A. [Heading Level 2 - TOC]

1. [Heading Level 3 - TOC]

(a) [Heading Level 4 - TOC]

OR

(a) Outline text paragraph.

(i) Outline text paragraph.

(1) Outline text paragraph.

(A) Outline text paragraph.

As you see, we have at least 7 levels (possibly 9), with only the first four
to be included in the TOC.

I know how to set up a TOC using Heading styles. I also know how to set up
Outline Numbering. My question is, what is the appropriate sequence of steps
to do when setting this up, with the first few levels as TOC, and the
remaining levels as Outline numbering? Do I first set up the outline
numbering scheme, then link the first four levels to the Headings Styles 1
through 4? Also, what is the best way to handle Level 4, which alternates
between a Heading style and a numbered paragraph?

Thanks!!
Rosemary

 

[G.G.Yagoda]

This is a common problem in legal documents and has a simple solution.

For level 4 with headings, use the Heading 4 style. That will capture
the heading in the TOC.

For level 4 without headings, use the LISTNUM field as follows:

{ LISTNUM \L 4 )

That will exclude the paragraph from the TOC. The LISTNUM field
substitutes for the Heading 4 style and continues numbering
sequentially.

If you want to get fancy, set up an AutoText entry with the LISTNUM
field and the same indentations as the Heading 4 style. Or even
fancier, an AutoText entry with the LISTNUM field in a special style
named something like Lvl 4 -- unnumbered but with the same indentations
as Heading 4.

Easier by far is just to copy the LISTNUM and paste it back when you
need it.

 

[Charles Kenyon]

Live and learn. Thank you.