Stylesheet extraction

[StanErickson]

I have a document by someone who didn't create a stylesheet designed for the
document, but used one with a huge number of possible styles. The document is
outlined, with figures, tables, captions, references, and so on. Is there
any way to simply extract the used styles from the document and store them,
so it can be used elsewhere? In other words, instead of the existing
stylesheet with 5 options for Heading 1, and the writer having to hit the
right one, can I use the document in reverse to just filter out the unused
ones, so there is only one option for Heading 1 and all the rest.

Even further on, could a trimmed down stylesheet be used to root out the
subtle differences in the styles used instead of having to inspect and
compare each one. It's a big document.

 

[Suzanne S. Barnhill]

There can't actually be more than one Heading 1. If you're seeing things
like Heading 1 + Italic, then that's formatting, and you have the option not
to display formatting.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[StanErickson]

Thanks very much for the speedy reply.

In the style list there are lots of formatting options for Heading 1 (and
all the other stuff), but pretty much only 1 is used. Is there any way to
get rid of the unused ones based on what is used in the document? If two
were still there, that would mean somewhere in the document is an
inconsistency. Also, it would be good for the next person who gets the
document to edit, modify, add to, etc. if there was a cleaned up style sheet.

 

[Suzanne S. Barnhill]

As I mentioned, you can choose not to see the "formatting" variants (but I
can't tell you how since you haven't mentioned which version you're using).
Alternatively, you can use the Select All feature to select all instances of
a given formatting variant of Heading 1 and reapply Heading 1. Once all the
deviant formatting is gone, you won't see these variants listed in the
Styles pane.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[StanErickson]

Sorry, but I just don't understand. Are you saying there is some way to
select some Heading 1 style and then have Select All find the occurrences of
it? I tried, but I couldn't figure out how to do it. BTW, I'm using Word
2003.

 

[Peter T. Daniels]

IIRC that's something easier to do in 2003 than in 2007, but you have
to have "Keep track of formatting" checked -- when you Find something,
isn't there a button for somethig like "Find all x occurrences"?

 

[Suzanne S. Barnhill]

On the Edit tab of Tools | Options, do you have "Keep track of formatting"
checked? If so, and if you are seeing "styles" such as "Heading 1 + [some
kind of formatting]," then these pseudo-styles are just formatting; you
would not see them if you didn't have that box checked.

Since you do, you can click in one of the paragraphs that has this
formatting, then select the description in the Styles and Formatting task
pane, right-click and choose Select All. All the paragraphs that have that
formatting applied will be selected. If you then press Ctrl+Q, the default
Heading 1 format will be restored.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[StanErickson]

I'm not having a good day here. I went to that Edit.Tools.Options and it is
checked. So then I went and selected a headline, went to the toolbar slot
that shows me it is Heading blah-blah, selected that, and right clicked
everywhere I could think of. Select All didn't show up. I need a little bit
more detail....

On the Edit tab of Tools | Options, do you have "Keep track of formatting"
checked? If so, and if you are seeing "styles" such as "Heading 1 + [some
kind of formatting]," then these pseudo-styles are just formatting; you
would not see them if you didn't have that box checked.

Since you do, you can click in one of the paragraphs that has this
formatting, then select the description in the Styles and Formatting task
pane, right-click and choose Select All. All the paragraphs that have that
formatting applied will be selected. If you then press Ctrl+Q, the default
Heading 1 format will be restored.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

Sorry, but I just don't understand. Are you saying there is some way to
select some Heading 1 style and then have Select All find the occurrences
of
it? I tried, but I couldn't figure out how to do it. BTW, I'm using Word
2003.

 

[Suzanne S. Barnhill]

Do you have the Styles and Formatting task pane displayed? Select the name
of the style in the task pane and right-click on the style name. The first
menu item is Select All.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

I'm not having a good day here. I went to that Edit.Tools.Options and it
is
checked. So then I went and selected a headline, went to the toolbar slot
that shows me it is Heading blah-blah, selected that, and right clicked
everywhere I could think of. Select All didn't show up. I need a little
bit
more detail....

On the Edit tab of Tools | Options, do you have "Keep track of
formatting"
checked? If so, and if you are seeing "styles" such as "Heading 1 + [some
kind of formatting]," then these pseudo-styles are just formatting; you
would not see them if you didn't have that box checked.

Since you do, you can click in one of the paragraphs that has this
formatting, then select the description in the Styles and Formatting task
pane, right-click and choose Select All. All the paragraphs that have
that
formatting applied will be selected. If you then press Ctrl+Q, the
default
Heading 1 format will be restored.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

Sorry, but I just don't understand. Are you saying there is some way
to
select some Heading 1 style and then have Select All find the
occurrences
of
it? I tried, but I couldn't figure out how to do it. BTW, I'm using
Word
2003.

:

As I mentioned, you can choose not to see the "formatting" variants
(but
I
can't tell you how since you haven't mentioned which version you're
using).
Alternatively, you can use the Select All feature to select all
instances
of
a given formatting variant of Heading 1 and reapply Heading 1. Once
all
the
deviant formatting is gone, you won't see these variants listed in the
Styles pane.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

message
Thanks very much for the speedy reply.

In the style list there are lots of formatting options for Heading 1
(and
all the other stuff), but pretty much only 1 is used. Is there any
way
to
get rid of the unused ones based on what is used in the document?
If
two
were still there, that would mean somewhere in the document is an
inconsistency. Also, it would be good for the next person who gets
the
document to edit, modify, add to, etc. if there was a cleaned up
style
sheet.

:

There can't actually be more than one Heading 1. If you're seeing
things
like Heading 1 + Italic, then that's formatting, and you have the
option
not
to display formatting.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

message
I have a document by someone who didn't create a stylesheet
designed
for
the
document, but used one with a huge number of possible styles. The
document
is
outlined, with figures, tables, captions, references, and so on.
Is
there
any way to simply extract the used styles from the document and
store
them,
so it can be used elsewhere? In other words, instead of the
existing
stylesheet with 5 options for Heading 1, and the writer having to
hit
the
right one, can I use the document in reverse to just filter out
the
unused
ones, so there is only one option for Heading 1 and all the rest.

Even further on, could a trimmed down stylesheet be used to root
out
the
subtle differences in the styles used instead of having to
inspect
and
compare each one. It's a big document.