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#1
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Cannot change style
I have a document that for some reason will not let me change the style from
"normal" to "heading 1." I was able to change the styles before today. This problem does not exist for the entire document but only for the beginning. I can locate the place in the document where I can change from "normal" to "Heading 1" and on the preceeding line I am not able to make the change. Any assistance will be appreciated. |
#2
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Cannot change style
Hi Carl
What version of Word do you have? Shauna Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Carl" wrote in message ... I have a document that for some reason will not let me change the style from "normal" to "heading 1." I was able to change the styles before today. This problem does not exist for the entire document but only for the beginning. I can locate the place in the document where I can change from "normal" to "Heading 1" and on the preceeding line I am not able to make the change. Any assistance will be appreciated. |
#3
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Cannot change style
Hi Shauna,I am using Word 2000 (9.0.3821 SR-1)
I havefound a solution to my problem but it is going to be considerable work. First, I found out that the paragraph marks are not being recognized in the area where I cannot change the style. When I replace theunrecognizable paragraph symbol with a paragraph insertion that is in the good section ofthe document then I am able to change the style. Thus, I must believe that somehow the paragraph information in the defective section has somehow been corrupted. How this happened I certainly don't know. I am rather frustrated that this happened as I am working on a 1600 page document that has inexcess of 130000 paragraph marks. Fortunately, I have only about 300 pages that have the defective paragraph mark. I willbe looking forward to readinganything that you might be able to determine about this problem. Thanks for replying. "Shauna Kelly" wrote: Hi Carl What version of Word do you have? Shauna Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Carl" wrote in message ... I have a document that for some reason will not let me change the style from "normal" to "heading 1." I was able to change the styles before today. This problem does not exist for the entire document but only for the beginning. I can locate the place in the document where I can change from "normal" to "Heading 1" and on the preceeding line I am not able to make the change. Any assistance will be appreciated. |
#4
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Cannot change style
Hi Carl
The probability of corruption is certainly greater than 0, but it's very low. I'm not sure I've ever seen a defective paragraph mark. My bet would be that what you're seeing as 'paragraphs' actually consists of one big paragraph with new line characters used to space out the text. See What do all those funny marks, like the dots between the words in my document, and the square bullets in the left margin, mean? http://www.word.mvps.org/FAQs/Format...PrintChars.htm Hope this helps. Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Carl" wrote in message ... Hi Shauna,I am using Word 2000 (9.0.3821 SR-1) I havefound a solution to my problem but it is going to be considerable work. First, I found out that the paragraph marks are not being recognized in the area where I cannot change the style. When I replace theunrecognizable paragraph symbol with a paragraph insertion that is in the good section ofthe document then I am able to change the style. Thus, I must believe that somehow the paragraph information in the defective section has somehow been corrupted. How this happened I certainly don't know. I am rather frustrated that this happened as I am working on a 1600 page document that has inexcess of 130000 paragraph marks. Fortunately, I have only about 300 pages that have the defective paragraph mark. I willbe looking forward to readinganything that you might be able to determine about this problem. Thanks for replying. "Shauna Kelly" wrote: Hi Carl What version of Word do you have? Shauna Shauna Kelly. Microsoft MVP. http://www.shaunakelly.com/word "Carl" wrote in message ... I have a document that for some reason will not let me change the style from "normal" to "heading 1." I was able to change the styles before today. This problem does not exist for the entire document but only for the beginning. I can locate the place in the document where I can change from "normal" to "Heading 1" and on the preceeding line I am not able to make the change. Any assistance will be appreciated. |
#5
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Cannot change style
The probability of corruption is certainly greater than 0, but it's very
low. I'm not sure I've ever seen a defective paragraph mark. It does happen sometimes... I've seen it in documents imported from other formats, and in docs produced by OCR programs. A sure sign of the problem would be if you switch to Normal View, then set the width of the style area on the left (Tools Options View) to, say, 2". Also turn on the view of formatting marks. If you don't see a style name in the left pane for every ¶, that means some of the "paragraph marks" are broken. Try to "replace all" ^13 with ^p, and, to be on the safe side, all ^10 with ^p. That should fix it. Just saving in *.doc format and re-opening the document usually works too, but maybe not reliably. ^13 is a "carriage return", ^10 a "line feed". Paragraph marks in Word use the code ^13, but Word needs to also keep track of them and assign a style (and maybe other formatting) for each one, or else they just don't work properly as paragraph marks. Greetings, Klaus |
#6
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Cannot change style
Hi Klaus,
I did as you suggested. Indeed the defective area does not have any information in the area for the paragraph marks. However, in the nondefective area there is information. I cannot determine how you wereable to display the carriage information. I am interested in doing what you suggested as it could save me a lot of time. Presently, however, I am going in and replacing each of the paragraph marks by a copu and past. When I do this the text takes on the appearance that I originally had and I am able to change from "normal" to "heading 1" styles. Look forward to hearing from you "Klaus Linke" wrote: The probability of corruption is certainly greater than 0, but it's very low. I'm not sure I've ever seen a defective paragraph mark. It does happen sometimes... I've seen it in documents imported from other formats, and in docs produced by OCR programs. A sure sign of the problem would be if you switch to Normal View, then set the width of the style area on the left (Tools Options View) to, say, 2". Also turn on the view of formatting marks. If you don't see a style name in the left pane for every ¶, that means some of the "paragraph marks" are broken. Try to "replace all" ^13 with ^p, and, to be on the safe side, all ^10 with ^p. That should fix it. Just saving in *.doc format and re-opening the document usually works too, but maybe not reliably. ^13 is a "carriage return", ^10 a "line feed". Paragraph marks in Word use the code ^13, but Word needs to also keep track of them and assign a style (and maybe other formatting) for each one, or else they just don't work properly as paragraph marks. Greetings, Klaus |
#7
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Cannot change style
I am interested in doing what you suggested as it could save me
a lot of time. Presently, however, I am going in and replacing each of the paragraph marks by a copu and past. When I do this the text takes on the appearance that I originally had and I am able to change from "normal" to "heading 1" styles. You can use "Edit Replace": Find what: ^13 Replace with: ^p then "Replace All". and then the same with ^10, if the problem is not fixed already. Out of interest: Is the document imported from some other format or application? Regards, Klaus |
#8
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Cannot change style
Hi Klaus,
No the document was not imported or anything like that. I had the document stored on a 256 kegabyte Memorex Flash memory stick. I have been using this form of saving the file for at least three months and all has worked well. However, a couple of days ago I suddenly had the problem where I was not able to make a table of contents. The TOC started some 300 pages into the document rather than at the beginning as it is supposed to. I found that everything had bee changed to 'normal' style in the damaged area. As I said, I could not change back to the "heading 1.' In my attempt to repair the damage I was able to select text from before the damage to after the damage and then I could change everything to "heading 1." I then copied a paragraph mark that as associated with a paragraph in the good area and pasted this paragraph mark to a paragraph in the damaged area. This caused the paragraph in the damaged area to become a "normal" style. I tried what you suggested and was able to find the "^13" and I made a change. What you suggested did result in the damaged paragraph mark being replaced with something that allowed the text to have information associated with it in the style window. However, the text stayed as a "heading 1" which I had earlier changed it to as I said above. So I stopped. I then found out that I could select all of the damaged text and at the very end I replaced the damaged paragraph mark with a good one that I had copied and pasted. This resulted in all of the damaged text being changed into the original 'normal style' and the original formatting that I had. However any of the paragraph marks that were in the damaged area were not changed and I still could not get any information in the style window about them. What I believe that I must have done is to have assigned the style specification over the entire damaged area as it was viewed in Word as just one huge paragraph. However, that did result in saving me some repair time. I now just have to go through the damaged area and find the 300 or so entries that I had designated as 'heading 1'. 'heading 2', or ' heading 3' and make the manual changes by inserting a good paragraph mark for the damaged one and then selecting the text and applying the 'heading 1' style to it. It is work, but it is getting the job done. I hope that this is not something that is going to happen again. Thanking you for your interest. Any other information you might determine about this problem will be appreciated. "Klaus Linke" wrote: I am interested in doing what you suggested as it could save me a lot of time. Presently, however, I am going in and replacing each of the paragraph marks by a copu and past. When I do this the text takes on the appearance that I originally had and I am able to change from "normal" to "heading 1" styles. You can use "Edit Replace": Find what: ^13 Replace with: ^p then "Replace All". and then the same with ^10, if the problem is not fixed already. Out of interest: Is the document imported from some other format or application? Regards, Klaus |
#9
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Cannot change style
I can't suggest what happened to your document or any easier way to
fix it, but I will tell you that working in Word directly from any form of removable media -- memory stick, CD, DVD, floppy, or even in some cases a network share -- is inherently unsafe. Always copy the unopened document to your hard drive, edit it there, close it, and copy the revised file back to the removable media. Any other method invites document corruption. On floppy disks, the mechanism of corruption is generally that Word's temporary files overflow the available space and start overwriting the document or each other. With larger media it isn't so clear, but I suspect that it involves timing of read/write operations. Most removable media can be too slow to keep up under all conditions. The fact that you were able to defy the odds for three months or so doesn't mean that you could do so indefinitely. Besides that, I have to wonder why you don't have an independent backup of a document you've spent a lot of time on. See http://www.gmayor.com/automatically_backup.htm for some help with that. -- Regards, Jay Freedman Microsoft Word MVP FAQ: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. On Sun, 16 Jul 2006 08:23:01 -0700, Carl wrote: Hi Klaus, No the document was not imported or anything like that. I had the document stored on a 256 kegabyte Memorex Flash memory stick. I have been using this form of saving the file for at least three months and all has worked well. However, a couple of days ago I suddenly had the problem where I was not able to make a table of contents. The TOC started some 300 pages into the document rather than at the beginning as it is supposed to. I found that everything had bee changed to 'normal' style in the damaged area. As I said, I could not change back to the "heading 1.' In my attempt to repair the damage I was able to select text from before the damage to after the damage and then I could change everything to "heading 1." I then copied a paragraph mark that as associated with a paragraph in the good area and pasted this paragraph mark to a paragraph in the damaged area. This caused the paragraph in the damaged area to become a "normal" style. I tried what you suggested and was able to find the "^13" and I made a change. What you suggested did result in the damaged paragraph mark being replaced with something that allowed the text to have information associated with it in the style window. However, the text stayed as a "heading 1" which I had earlier changed it to as I said above. So I stopped. I then found out that I could select all of the damaged text and at the very end I replaced the damaged paragraph mark with a good one that I had copied and pasted. This resulted in all of the damaged text being changed into the original 'normal style' and the original formatting that I had. However any of the paragraph marks that were in the damaged area were not changed and I still could not get any information in the style window about them. What I believe that I must have done is to have assigned the style specification over the entire damaged area as it was viewed in Word as just one huge paragraph. However, that did result in saving me some repair time. I now just have to go through the damaged area and find the 300 or so entries that I had designated as 'heading 1'. 'heading 2', or ' heading 3' and make the manual changes by inserting a good paragraph mark for the damaged one and then selecting the text and applying the 'heading 1' style to it. It is work, but it is getting the job done. I hope that this is not something that is going to happen again. Thanking you for your interest. Any other information you might determine about this problem will be appreciated. "Klaus Linke" wrote: I am interested in doing what you suggested as it could save me a lot of time. Presently, however, I am going in and replacing each of the paragraph marks by a copu and past. When I do this the text takes on the appearance that I originally had and I am able to change from "normal" to "heading 1" styles. You can use "Edit Replace": Find what: ^13 Replace with: ^p then "Replace All". and then the same with ^10, if the problem is not fixed already. Out of interest: Is the document imported from some other format or application? Regards, Klaus |
#10
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Cannot change style
I now just have to go through the damaged area and find the 300 or so
entries that I had designated as 'heading 1'. 'heading 2', or ' heading 3' and make the manual changes by inserting a good paragraph mark for the damaged one and then selecting the text and applying the 'heading 1' style to it. It is work, but it is getting the job done. A damaged document would be an explanation! In that case, it might have been safer to make a backup, then open the original with the file type set to "Recover text from any file", and copy the damaged portion from there. That way, you'd be sure that any damage is removed (including the damaged paragraph marks). If you do it your way, you could still replace all paragraph marks as I suggested, instead of pasting them one by one. There's no way around reapplying proper styles, I am afraid, but you do not need to select a paragraph to apply the style. Regards, Klaus |
#11
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Cannot change style
After you fixed your document, it would be a good idea to save in XML format
once (or RTF in older versions). The Word binary *.doc format is pretty fragile. It consists of a header, blocks of raw texts, and areas with the formatting information with pointers back into the text to tell Word how to format things. If the document was damaged, there's a good(?) chance that fixing it by hand will leave problems, say in the header or dangling formatting pointers. Saving in one of the formats I mentioned often fixes those issues. Regards, Klaus |
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