Two Sets of OutLine Numbering in One Document

[Allison Orange]

We are using Word 2002 and are trying to have two separate outlines with
differing formats in the document. For the first outline, we used Shauna
Kelly's great instructions for associating the headings styles with the
outline levels. Now we need a second outline for the appendix of the
document and it has a different format.

I have tried several different ways to accomplish this, including a list
style, and modifying one of the choices in the outline numbered gallery.
When I modified one of the gallery, I chose one of the top three as opposed
to one of the bottom four, since it was my understanding that the bottom
four were associated with the headings styles. Whenever I would go in to
the gallery, it would've switched back to one of the bottom four, not a good
sign. Eventually the numbering in the document seemed to be damaged.

My question is, what is the best way to have a second outline in a document
that you do not want associated with your heading styles?

 

[Suzanne S. Barnhill]

See http://www.ShaunaKelly.com/word/numbering/NumberingAppendixes.html

 

[Allison Orange]

I am working my way through these instructions with our document. What I
have done so far is to follow Shauna's first set of instructions for outline
numbering for heading styles 1 through 5, defined through heading 1 style's
numbering. I associated heading 1 with level 1, heading 2 with level 2,
etc. I gave that numbering scheme the name SOPOutline.

I then set up heading styles 6 through 9, defined through heading 6 style's
numbering. I associated heading 6 with level 1, heading 7 with level 2,
etc. This seemed to be what the document you included below indicated. I
gave that numbering scheme the name ExhOutline.

When I go into outline numbering from heading 1, I see one choice in the
gallery and when I go into outline numbering from heading 6, I see a
different choice in the gallery selected. Is this correct, or have I
already done something wrong?

Any help is greatly appreciated! We do this frequently and I want to help
our users get it right.

Allison Orange
Systems Project Administrator
Florida Public Service Commission

 

[Suzanne S. Barnhill]

If you read Shauna's instructions carefully, you will see that she says
always to go in through the Level 1 style.

 

[Allison Orange]

Yes, that was my plan and the way I have done it before, but then in the new
instructions she suggests making heading 6 a level 1, heading 7 a level 2,
etc. How can you do that when heading 1 is level 1, heading 2 is level 2,
etc. You cannot have a level associated with more than one style, can you?

Thanks,
Allison

 

[G.G.Yagoda]

You don't have to link Heading 6 to level 1, Heading 7 to level 2, etc.
You can leave them at their own levels.

The idea is that Headings 6 - 9 will provide an outline in and of
themselves - one that starts with the first appearance of Heading 6.
Since no level lower than 6 will appear for the rest of the document,
Heading 6 will restart the other levels (and itself) as if it were
Heading 1.

You don't have to base your Heading 1-9 styles on other Heading styles,
either. They can be based on Normal; in that case each will be
independent of one another except for the numbering function.

There are two big advantages to continuing with the Heading styles for
the second outline: (1) You can automatically insert the Appendix
numbers into the page numbers if necessary and (2) you don't have to go
to the trouble of creating an extra list template with extra styles.

You didn't have to name the list template, although it certainly
doesn't hurt and could possibly help if you get involved with VBA.

The key to setting up the Heading styles is to link each properly to
its appropriate level. From there on in it's all grunt work.

 

[Suzanne S. Barnhill]

When you go into Format | Bullets and Numbering through the Level 1 style,
you can format any of the levels in the outline and link it to the
appropriate style; you take care of the formatting for all the levels in a
single pass.

But from your description it would appear that G. G. Yagoda is correct, and
that what Shauna is suggesting here is a new, separate outline-numbered
list. In that case, your Level 1 style is Heading 6, so you always format
the numbering of that list by going in through Heading 6.

 

[G.G.Yagoda]

Since all these Heading styles are linked to the same list template,
editing should be done through Heading 1 only.

Basically, there are two ways to create a second outline: (1) use up as
many of the remaining Heading 1-9 styles as necessary or (2) create
custom numbered styles and an extra list template.

Really, the only difference between a single outline and a first and
second outline is that Heading 6 will *look* more like a Heading 1,
Heading 7 more like a Heading 2, etc.

Bottom line: link all Heading styles to the same list template, go
through Heading 1 for all editing. If "style based on" previous
Heading style gives you a problem, base all Heading styles on Normal.
Either that, or create another list template and set of outline
numbering styles.

 

[Margaret Aldis]

If I can add a late addendum to this thread for the archives, see

http://groups.google.co.uk/[email protected]&rnum=1

and following for a discussion of the problems of trying to use any built-in
heading style other than Heading 1 for the first level of a different list
template.

Although in that thread we devised a way of using the lower level built-in
headings in a separate list template, I'm inclined now to think it is much
safer to use a single list template for built-in headings, and always to use
match list levels and outline levels (even if the numbering formats and
'restart after's are set to create several discrete hierarchies). I think
this will stop Word 'repairing' numbering and destroying one's more creative
numbering inventions ;-)