Word 2000 Document Map formatting problem

[Herb]

According to the Word 2000 Help file, the procedure for formatting the
Document Map is as follows:

***********************************************************************
Format text in the Document Map
You must have headings that display in the Document Map (for example,
text formatted in one of the built-in heading styles) before you can
format text in the Document Map. How to apply text styles.

If the Document Map isn't already displayed, click Document Map .

On the Format menu, click Style.

In the Styles box, click Document Map, and then click Modify.

Click Format.

Do one of the following:
To set the font and font size, click Font, and then make your changes in
the Font and Size boxes.

To set the highlight color, click Border, click the Shading tab, and
then select the Fill color you want
************************************************************************

However, when I try and format the Document Map I end up formatting both
the text in the Document Map *and* the actual headers in the document.

What am I doing wrong?

Herbert Eppel

 

[Terry Farrell]

Ummm! I've never seen or heard of that happening. I can only guess that
somewhere you have a critical style set to 'automatically update': maybe
normal.dot? But what has this got to do with it:

To set the highlight color, click Border, click the Shading tab, and
then select the Fill color you want
************************************************************************

Are you trying to highlight the DocMap?

 

[Herb]

Ummm! I've never seen or heard of that happening. I can only guess that
somewhere you have a critical style set to 'automatically update': maybe
normal.dot? But what has this got to do with it:

To set the highlight color, click Border, click the Shading tab, and
then select the Fill color you want
************************************************************************

Are you trying to highlight the DocMap?

Thanks for your reply.

No, I'm not trying to highlight the DocMap, I was simply quoting the
whole text from the Word 2000 Help file.

This is the first time I'm using the document map, and it's actually on
behalf of my wife who put this document together based on different
files from various sources, so I'm not sure what might be going on in
the background.

I prepared 2 screenshots to try and illustrate the problem.

The first screenshot shows part of the existing DocMap and the
associated section of the TOC:
<http://www.HerbEppel.de/Screenshots/DocMap1.png>.

I don't understand why the numbers for the main headings are not shown
in the DocMap.

However, the main problem comes when I try and change the formatting of
the DocMap. For example, when I reduce the font size of the DocMap
style, the actual header at the cursor location changes to the new font
- see second screenshot at
<http://www.HerbEppel.de/Screenshots/DocMap2.png>, i.e. before I
modified the DocMap style the text "The Chair, Past Chair and
Chair-Elect" was no. 3.1 under "Header 2" style, and it changes to
'Normal' font after I make the change.

I can't help feeling that I'm missing something very basic!

Thanks for your patience.

Herbert Eppel

 

[Suzanne S. Barnhill]

If you have the insertion point in a heading when you go to Format | Style
and select the Document Map style to modify, make sure you don't click the
Apply button when you leave the Format Style dialog. That's one possibility
for what's happening (and in fact that would be my guess based on your
screen shot).

Another piece of the puzzle might be that you have "Define styles based on
formatting" checked on the AutoFormat As You Type tab of Tools |
AutoCorrect, which really means "Apply styles whose formatting matches the
formatting you've applied." The result of this might be that, if you (or
Word) applied formatting resembling Normal style to a paragraph, it might
become Normal.

For more on the tortured relationship between this AutoFormat setting and
the Document Map, see http://word.mvps.org/faqs/general/DocumentMap.htm. See
also http://www.shaunakelly.com/word/documentmap/index.html

 

[Herb]

If you have the insertion point in a heading when you go to Format | Style
and select the Document Map style to modify, make sure you don't click the
Apply button when you leave the Format Style dialog. That's one possibility
for what's happening (and in fact that would be my guess based on your
screen shot).

Thanks for your detailed and helpful reply.

Before I follow your advice in an attempt to figure this out, I wonder
whether you have an explanation for the fact that the numbers for the
main headings are not shown in the DocMap for this document - see my
first screenshot at <http://www.HerbEppel.de/Screenshots/DocMap1.png>.

Thank you.

Herbert Eppel

 

[Suzanne S. Barnhill]

I think this is just a peculiarity of the Document Map. One possibility
might be the one described in "WD2000: Item Appears Without Heading
Numbering in Document Map" at http://support.microsoft.com/?kbid=235466.

 

[Herb]

I think this is just a peculiarity of the Document Map. One possibility
might be the one described in "WD2000: Item Appears Without Heading
Numbering in Document Map" at http://support.microsoft.com/?kbid=235466.

It would appear that you hit the nail on the head - thanks for the link!

All "Heading 1" items are in fact preceded by a page break in this
document (which, after, isn't really that unusual!?). If I introduce a
new line before the headers the heading numbers magically appear in the
Document Map.

You call it a peculiarity, I would call it a bug

I wonder if it has been rectified in later Word versions?

Herbert Eppel

 

[Terry Farrell]

Well actually it is unusual. If you want to start each Heading Level 1 on a
new page, you format the Heading Level with the ParaPageBreakBefore
attribute. Manual page breaks can do bad things to your documents - this
being one minor example.

Terry

 

[Herb]

Well actually it is unusual. If you want to start each Heading Level 1
on a new page, you format the Heading Level with the ParaPageBreakBefore

Please excuse my ignorance, but how exactly do I introduce the
ParaPageBreakBefore attribute into the existing Heading 1 style?

attribute. Manual page breaks can do bad things to your documents - this
being one minor example.

I wasn't aware of this manual page break behaviour - would you have time
to elaborate a little?

Thanks for your time.

Herbert Eppel

 

[Suzanne S. Barnhill]

I had rather thought that the article said it also applied to "Page break
before" paragraphs, but apparently not. On the Line and Page Breaks tab of
Format | Paragraph, you can check the box for "Page break before." Adding
this formatting to your Heading 1 style *might* solve the problem (though
the solution provided by the article is to substitute a Next Page section
break, which seems a bit extreme just for correcting the display in the
Document Map!).

 

[Terry Farrell]

Format, Style, Heading 1, Paragraph and select Para Break Before.

Terry

 

[Herb]

Format, Style, Heading 1, Paragraph and select Para Break Before.

Thanks. However, this doesn't solve the Document Map numbering problem :-(

Herbert Eppel

 

[Herb]

I had rather thought that the article said it also applied to "Page break
before" paragraphs, but apparently not. On the Line and Page Breaks tab of
Format | Paragraph, you can check the box for "Page break before." Adding
this formatting to your Heading 1 style *might* solve the problem (though

This doesn't appear to solve the problem :-(

the solution provided by the article is to substitute a Next Page section
break, which seems a bit extreme just for correcting the display in the
Document Map!).

Thanks for pointing this out, and apologies for not reading the link you
had provided properly earlier.

Extreme or not, I'm quite happy with the next page section break
solution, especially since I would have had to introduce section breaks
in some places anyway in order to format certain pages as landscape.

Regards

Herbert Eppel

 

[Herb]

If you have the insertion point in a heading when you go to Format | Style
and select the Document Map style to modify, make sure you don't click the
Apply button when you leave the Format Style dialog. That's one possibility
for what's happening (and in fact that would be my guess based on your
screen shot).

Yes, that was it, thank you!

Herbert Eppel