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#1
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Changing Outline Numbering Format
I'm using Word 2003 to modify and maintain a large (500+ pages)
document. I've already reformatted the document to use styles almost entirely (almost done), but have been asked to change the styles of the outline numbering format. I read most of the recommended FAQ entries a while back and while I believe this reformat won't be too difficult, I want to make sure I do this correctly. The outline numbered option current chosen (Article 1, Chapter 1.11, Section 1.1.1, 1.1.1.1, 1.1.1.1.1, ..., 1.1.1.1.1.1.1.1.1) needs to change to (Article 1, Chapter A, Section 1, A, i, etc.) as well as various paragraph/font changes. - Should I change the Outline Numbered option (Format - Bullets & Numbering - Outline Numbered) or just modify the currently selected outline numbered selection? If just modify, I modify the numbering scheme using the Bullets & Numbering menu and modify the paragraph/font style using Heading 1, etc., correct? - Right now I'm just using Normal.dot, I believe. I think I should be using a custom template, and, if so, would creating a new template that redefines all the used styles be a quicker solution to reformatting? - Would doing things in a specific order be helpful? Modify the NORMAL style first, then the others? Maybe this won't be too hard, but I'm just afraid of starting and then realizing that I messed something up royally... Thanks! - Keith |
#2
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Answers in-line:
"Keith" wrote in message ... I'm using Word 2003 to modify and maintain a large (500+ pages) document. I've already reformatted the document to use styles almost entirely (almost done), but have been asked to change the styles of the outline numbering format. I read most of the recommended FAQ entries a while back and while I believe this reformat won't be too difficult, I want to make sure I do this correctly. The outline numbered option current chosen (Article 1, Chapter 1.11, Section 1.1.1, 1.1.1.1, 1.1.1.1.1, ..., 1.1.1.1.1.1.1.1.1) needs to change to (Article 1, Chapter A, Section 1, A, i, etc.) as well as various paragraph/font changes. - Should I change the Outline Numbered option (Format - Bullets & Numbering - Outline Numbered) or just modify the currently selected outline numbered selection? If just modify, I modify the numbering scheme using the Bullets & Numbering menu and modify the paragraph/font style using Heading 1, etc., correct? Assuming you have used paragraph styles for each of these, you need to modify the whole outline format from the top level (Article 1) style. Full details in http://www.shaunakelly.com/word/numb...Numbering.html - Right now I'm just using Normal.dot, I believe. I think I should be using a custom template, and, if so, would creating a new template that redefines all the used styles be a quicker solution to reformatting? Unless you have been saving style modifications back to template, the new style definitions will just be in your document. You are right that keeping them in a custom template would be a good idea. The easiest way of doing this would be to save your document as a template. You can then remove most or all of the content (typically, in a complex document, you'd want to leave a skeleton structure, including any separate sections for front matter, your table of contents field and so on.) However, if your document has a chequered history (especially several attempts at different numbering formats, since these can't be deleted) you may feel it would be safer to start fresh. In that case you will need to start from a blank document, sort out your page layout (margins etc.) and then redefine or import your styles. You can use the Organizer to copy styles but there can be order of work issues - to be on the safe side, copy 3 times - that will make sure all the dependencies and linking come across correctly. (See also your separate question about order of work below.) Other advice on creating templates he http://www.word.mvps.org/FAQs/Custom...platePart2.htm When you have a template, you can use it to create new fresh document shells. You can paste text into a new document and have it take on the styling, *provided* the text uses the correct style names and doesn't have any direct formatting. See Shauna Kelly again on this one: http://www.shaunakelly.com/word/styl...xtChanges.html You can also apply the styles (but not the page formats) to existing documents, either using the Organizer, or updating from the attached template (Tools Templates and Add-ins). If you do the latter, be sure to leave the 'update document styles' box unchecked after you have used it. Numbered styles don't always survive pasting, copying or updating - you should check your chosen method is working for you. - Would doing things in a specific order be helpful? Modify the NORMAL style first, then the others? Usually styles do 'cascade', with some styles being defined in terms of others, and Normal is commonly used as a base. Deciding on what hierarchy makes sense, and then defining the styles in order, saves time and makes any subsequent changes (such as corporate font changes) much simpler as you can then change the base style and have changes ripple reliably through the other styles. More stuff from Shauna he http://www.shaunakelly.com/word/styl...esCascade.html Maybe this won't be too hard, but I'm just afraid of starting and then realizing that I messed something up royally... If only everyone thought like this! Be sure to keep separate backups (snapshot copies) of your document at each stage. That way, if you do make a mistake, have a Word crash, or realise you should have done things in a different order, you can backtrack easily. -- Margaret Aldis - Microsoft Word MVP Syntagma partnership site: http://www.syntagma.co.uk Word MVP FAQ site: http://www.word.mvps.org |
#3
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Thank you, Margaret. I appreciate the detailed answers!
- Keith |
#4
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You're welcome! I appreciate the detailed questions :-)
"Keith" wrote in message ... Thank you, Margaret. I appreciate the detailed answers! - Keith |
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