Show chapter headings in footers

[mack]

Please may I ask: 'How can I show chapter headings in footers?'
I don't want to start chopping my document up into sections if I can
avoid it. Is there some trick I can do with the 'same as previous'
button? It won't 'highlight' at the moment when I click on it.

 

[Daiya Mitchell]

Please may I ask: 'How can I show chapter headings in footers?'
I don't want to start chopping my document up into sections if I can
avoid it. Is there some trick I can do with the 'same as previous'
button? It won't 'highlight' at the moment when I click on it.

Same as Previous only works if you actually have sections. It means, "same
as the header in the previous section." It works in parallel across
sections, not within sections-- e.g., "first page header same as the first
page header of the previous section", *not*, "regular footer the same as the
first page footer that is just before it".

You don't need sections to have the chapter heading in the footer, assuming
the chapter headings are in the main text of the doc itself (they weren't
before, were they? I hope they are now!) You need to format each chapter
heading with a particular style, say Heading 1. Then you put a StyleRef
field in the footer, set to pick up the last text that was typed in the
style Heading 1.

The Insert | Field dialog takes some exploring, but hey, you'll learn a lot.
Don't forget to click on Options, while in it. Hint: Ref is short for
Reference.

Help has a decent topic on StyleRef, and something about "dictionary-style
headers" which demonstrates a similar use of the StyleRef field.

You may also be interested in this very good explanation of headers and
footers:
http://home.earthlink.net/~wordfaqs/HeaderFooter.htm

If you don't like the look of the style you applied to the chapter headings,
see here:
http://shaunakelly.com/word/styles/ModifyAStyle.html

 

[mack]

Thank you. I will give it a try-only thing is, I'm supposed to have
exactly 25 lines in each page, and the chapter heading will take up
space. Can you delete it afterwards, and still keep the text in the
footer?

 

[mack]

I tried it. Thank you, Daiya. I typed the chapter titles into the
beginning of each chapter in the text, using 'heading 1' style, and
style ref has done most, but not all. I now have twenty chapter
headings-but a few of my footers (only about 7 pages) don't have any
text in them, and I have no idea why.

 

[Klaus Linke]

I tried it. Thank you, Daiya. I typed the chapter titles into the
beginning of each chapter in the text, using 'heading 1' style, and
style ref has done most, but not all. I now have twenty chapter
headings-but a few of my footers (only about 7 pages) don't have any
text in them, and I have no idea why.

Hi Mack,

You probably have an empty "Heading 1" paragraph somewhere.
You can use "Edit > Find" using ^p^p in "Find what" to look for empty
paragraphs.

Regards,
Klaus

 

[CyberTaz]

Good point, Klaus, but won't that find any occurrance of 2 conscutive
presses of the Enter Key?

Might be quicker to click the button in the lower left corner of the
Find dialog box, then use the Format button to select Style and pick
the style he's looking for. Just a thought |:>)

 

[Klaus Linke]

Good point, Klaus, but won't that find any occurrance of 2 conscutive
presses of the Enter Key?

Yes... but -- being an optimist -- I assumed there weren't too many empty
paragraphs.

;-) Klaus

 

[mack]

Will the 'empty heading1' paragraph be near the/ in the footer itself?
Should I just search pages immediately around the empty footers?

 

[mack]

there doesn't seem to be any empty 'heading 1' paragraphs- which is the
style I used for the style ref entries-I used the 'find' command and
formatted the 'heading 1' style, if that's what you mean. I can't see
any 'litle black squares' in the vicinity-which I have found before,
and turned off the 'page break before; button to eliminate unwanted
blanks-but this problem is that there is nothing in the footers.

 

[Daiya Mitchell]

Are there multiple sections in your document?

there doesn't seem to be any empty 'heading 1' paragraphs- which is the
style I used for the style ref entries-I used the 'find' command and
formatted the 'heading 1' style, if that's what you mean. I can't see
any 'litle black squares' in the vicinity-which I have found before,
and turned off the 'page break before; button to eliminate unwanted
blanks-but this problem is that there is nothing in the footers.

 

[mack]

No, not as far as I know. I have been careful not to go putting section
breaks in, so if they're there, it's by mistake. The problem is to do
with having multiple headings, following straight after one another.
when I try to delete the extra one, all of the text gets deleted. I'm
sure if someone looked at it, they would be able to see what I meant.

 

[Daiya Mitchell]

Turn on the Style Area (go into Normal view, then Word | Preferences, View
tab, enter 1 in "style area width" box, it will show the style of each
paragraph in the margin). Scroll through your document and make sure there
are no lines formatted as Heading 1 without having chapter title text there.
If there are, delete those empty paragraphs.

You can send the doc, if you can figure out my spamproofed address (remove
all caps).

What do you mean by multiple headings? Don't you just have
Chapter Title
text text text text text text...

And exactly *which* text gets deleted when you try to delete the extra one?
[what extra one of what?] Text in the footer or in the body?

 

[mack]

Hi Daiya,
Thank you for your kind offer. In answer to your questions:

multiple headings= the word 'headings' as shown in
the margin in 'normal' view that I used/ intended to use for the
chapter titles to go in the footers. SUPPOSED to have just chapter
title then text text text etc

text deleted= the text deleted is the body text +
the text in the footer, depending on what I delete.

PLACES WHERE THIS IS HAPPENING= pp 150-154 ALSO pp 174 -176 or
thereabouts= you'll quickly see where the chapter title is missing in
the footer

 

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

Hi Mack:

You're in Outline View. In Outline View, when you select a heading, you
also select all the text under it, down to the next heading.

Look up Outline View in the Help: it's one of the most powerful tools in
Word.

To fix this, choose View>Normal or View>Page Layout.

Cheers

No, not as far as I know. I have been careful not to go putting section
breaks in, so if they're there, it's by mistake. The problem is to do
with having multiple headings, following straight after one another.
when I try to delete the extra one, all of the text gets deleted. I'm
sure if someone looked at it, they would be able to see what I meant.

--

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

 

[Daiya Mitchell]

Received doc. Yep, empty paragaphs formatted as Heading 1. Try the Style
Width trick in my last post, Mack, and click ¶ on the standard toolbar to
show paragraph marks as grey ¶, and you will see them too.

Interestingly, I also had problems getting Find to come up with them. I will
investigate that more.

Incidentally, why is your doc a template?

And you've got a few page breaks that are apparently random?

 

[mack]

Thank you Daiya, and John also for the 'outline view' tip. I am looking
hard to identify the exact start of the problems on p149 & p 172. I
have typed the heading into the text, and it has appeared on the
footers at the bottom of these pages, but not on subsequent pages. I
have selected a style width of 1cm, and I am searching for extra'
heading 1' entries in the margin in normal view. At the moment, I can't
see the extra empty paragraphs formatted as 'heading1' in normal view,
but I CAN see an extra one on p149 in outline view.

doc is a template to maintain formatting when it opens for convenience.

 

[Daiya Mitchell]

Either something is wrong with Mack's doc, or my Word 2004 with 512MB RAM
just can't handle a doc that long--except I thought I had tested it on my
dissertation. Screen refresh issues, headings showing up and vanishing....

Okay, so it was a template--I made a doc from it, because you aren't
supposed to be writing books in templates. Now I'm showing a pile of
tracked changes in every header and footer, together taking up about 1/3rd
of the page. In the template too. Not only that, the tracked changes appear
to include margin settings, which strikes me as a not-good idea.

Okay in the template--tried to delete the tracked changes, did not work;
tried to accept them, did not work; checked Tools | Highlight Changes and
"track changes while editing" is checked *and* greyed out. ?? And what
happens when you mix track changes and ref fields? I'm pretty sure the
footer tracked every change in pagination, because it has strings of
373373374...

I think I would expect screen refresh issues with all those tracked changes.

Mack, did you intend to be tracking any changes at all? I'm pretty sure you
didn't want the 30 lines in the header, but what about the rest?

(here's an interesting factoid--I thought View Markup was supposed to be
automatically on? Everytime I opened Mack's doc, the reviewing toolbar
popped up, I said aggro and closed it, and not until about the 4th time
looking at the doc did I see tracked changes. That's not supposed to
happen, will have to investigate).

Alright, I gotta go, will report further later this evening.

Daiya

 

[mack]

no, not intending to track changes. Believe it or not, I'm trying to do
it as simply as possible!

 

[Daiya Mitchell]

Okay. Lemme play with it for a bit and try to get rid of the tracked
changes. Looks like they got turned on accidentally quite a while back--you
rewrote the whole beginning?

DM

 

[mack]

yes, the beginning is re-done, and I have to admit that the tracked
changes got turned on accidentally-but I swear it wasn't me-though
I have been getting some rather suspicious emails lately addressed to
my computer C/- (e-mail address removed)-but I'm probably just
being paranoid.