Numbering, revisited
The dropdown styles list that Peter referred to can be added to the QAT.
Open the dialog to customize the Quick Access Toolbar and select Commands
Not in the Ribbon. Scroll down to Style (when you mouse over it, it will
display the name StyleGalleryClassic). Unfortunately, there is no way to
resize it to show longer style names as was possible in earlier versions of
Word. When dropped, however, it does expand, and it displays style names in
their style (unfortunately, you have no option about that, either).
Another option is the Styles pane, which is opened by clicking the dialog
launcher arrow in the bottom right-hand corner of the Styles group on the
Home tab. It *is* resizable and stays open regardless of which tab is
displayed, even when the Ribbon is minimized. In this pane you do also have
the option to show a simple list or each style name in its style (using the
"Preview" check box).
--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org
"Dogwoodnc" wrote in message
...
True! I was referring more to the outline style that was referenced
earlier
in the thread. The only style that seemed to convert properly through the
other software applications was 'Normal'. And, indeed, we did use the
multilevel list definitions extensively -- they just were not defined to
be a
separate "outline" style.
To offer an explanation about the macros for calling specific styles. We
have quite a large number of customized macros that we use during the
course
of working a project, so I've tried to collect them and put them on one
custom tab on the ribbon (as well as on menus accessed via the ribbon) --
along with other frequently used standard editing/formatting commands. It
just seemed more efficient to also place the specific style choices in
macros
that could be presented as small icons on the same custom tab, rather than
requiring the writer to access the Home tab just for that particular
function. (I was unable to find a "drop-down style list" that I could
include on the custom tab -- except for the Quick Styles Gallery, which
takes
way too much real estate for that tab. If you have any suggestions,
though,
I'd love to hear them -- I'm still a relative novice when it comes to Word
2007.) So it was an effort to provide one stop shopping, so to speak!
"Peter T. Daniels" wrote:
Note that whenever you create a Word document, you are using Styles --
even if only the "Normal" style, with individual formatting applied on
top.
It's curious that you've made "macros to easily call" styles -- when
styles are easily applied either from the dropdown style list, or by
opening the Styles & Formatting panel (Ctrl-Shift-Alt-S), which can
dock unobtrusively at the side.
On Apr 20, 5:10 pm, Dogwoodnc
wrote:
Thank you for your suggestions!
Indeed, in previous Office versions, we have been using a 'defined'
multilevel list, but not a true style, due to other software
limitations.
(For many years, after we finished our Word docs, others copied them
into
Lotus Notes & served them to the intranet via Domino, for viewing by
various
browsers. Unfortunately, there were poor online results when we used
Styles,
so we developed the defined lists as a workaround.)
Fortunately, we are not using that methodology now, so we have already
started implementing Styles in other aspects of our documents. So, for
new
documents, the solution of defining and using a multilevel style should
work
well. Again, thank you for that suggestion! I've already defined
these
styles, made macros to easily call them, and added them to a custom tab
on
the ribbon, which we plan to distribute via a startup template. So
that's
progress!
I'm still a bit concerned about revising existing documents (since
there are
SO many of them and some are extremely large), since they still exhibit
the
flaky numbering as described earlier when steps are
added/deleted/rearranged
-- until we are able to reformat them all. I think reformatting (using
styles) will be the optimal solution -- but it may be a long time
before we
can reformat EVERYthing.
Any additional suggestions would be appreciated! Thanks!
"Pamelia Caswell via OfficeKB.com" wrote:
It is not clear from your post whether you are using W2003's outline
numbered list feature in your current documents. From the
description of the
problems, I am guessing no. In W2007 the outline numbered list is
called
multilevel list and, by either name, list levels linked to paragraph
styles
is the key to getting what you want. The suggestions below are based
on your
description of your documents.
Dogwoodnc wrote:
Background: My workgroup is preparing to migrate to Word 2007 very
soon.
We create/maintain hundreds of large procedure manuals, each
containing
multiple chapters (sometimes up to 40-50 per manual). Each chapter
consists
of steps, using multi-level numbered lists -- the first level is a
"1, 2, 3"
type list, and the second level is an "A, B, C", type list. Often,
there are
tables or notes interspersed between the steps, and sometimes the
steps are
multiple paragraphs long.
Therefore, we need to be able to:
a) Set up a multilevel list in each chapter -- with each chapter's
list
starting at step #1
See b.
b) Restart a series of steps after a break (such as after a table or
a Note)
This is doable by setting up a multilevel list where list levels are
linked
to chapter, note, table, the 1,2,3 list, and the A,B,C list
paragraph styles.
The level for list 1,2,3 should be set to restart after the table
level (it
will restart after level 1 and after level 2 as well as after level 3
(the
tale level).
The built-in List and List 2 paragraph styles and their "list
continue"
counterparts may suit for the list paragraph styles or you could
define your
own styles.
c) Skip numbering the second paragraph of a step
Style not linked to a list number level do not carry a number (as
long as
they are not based on a numbered style), so the built-in List
continue
styles would work here.
d) Revise the information in the steps (adding/deleting/rearranging)
as
needs dictate, without adversely impacting the overall numbering,
(In other
words, if you have a series of steps 1, 2, 3, 4, A, B, 5 -- if you
delete
#3, the new steps would be 1, 2, 3, A, B, 4 -- not 1, 2, 4, A, B, 5
or 1, 2,
1, A, B, 2, or 1, 2, 3, 4, 5, 6.)
Should not be a problem. Many , if not all, of the problems you
describe
below should become a distant memory. If you are not familiar with
setting
up outline/multilevel lists, see
http://www.shaunakelly.com/word/numb...Numbering.html
while you still have W2003. Your thought to get the to work in W2003
is a
good one. When you get W2007, either search this site for
instructions on
how to create multilevel lists or write back.
For later, after you've spent some time with W2007( or 10), you can
make
applying styles easier for users by customizing the quick styles
gallery for
your template. Because your list is so customized, you may want to
consider
defining a "List style", which can be shared to other documents.
.
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