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#1
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Body Text formatting when Outlining
I have a large document which uses outline levels. This document came to me
in straight text, 80+ single-spaced pages of "body text," period. I switched on over to Outline view, and created the headings, using Heading 1, 2, 3, and so forth, which works great. However, here is where I just can't seem to "get" what happens with the EXISTING body text. Setting the headings to be modified with (Style for following) "Body Text" or "Body Text 2" (in Modify) does not seem to do ANYTHING when you have *existing* body text that's all sitting merrily at the left margin. (Setting up what follows is spiffy for text you are CREATING, but doesn't seem to do bupkus for text that already exists). I want the body text (which is unnumbered, mixed in with Sections, which are outline numbered Level 2 headings) after Heading 1 at the left margin, so that's easy. I want the unnumbered body text after Heading 2 indented, say ..5; then the unnumbered body text after Heading 3 indented to follow Heading 3's indent. I realize I can do this manually, but is that the ONLY way to do this? To set up three different body Text styles and MANUALLY apply them, paragraph by paragraph (or set of paragraphs under each heading)? I've tried promoting the body text under Heading 1 to Level 1 (using the drop-down, not the left/right arrows, so it wouldn't become a formatted heading), so that it's effectively Level 1 Body Text, but while that addresses the indentation, it inserts a TOC field code so that the entire body text shows up in my TOC...which I do NOT want. Is this just one of those "it's so obvious that I can't see it" things? It's making me crazy, because I have to send this bloody thing out to 3 clients, all of whom will be making revisions to it, and if I don't get the formatting SET before I send it out, I'm going to be re-doing this thing until Hades freezes over. I mean, all the happy-happy-joy-joy over using the "follows" option in Modify seems to be oriented for NEW text, not text that is being edited. I'm moderately au fait with the outlining feature - probably more than the average bear - and I can generate sophisticated TOC's without pulling my hair out, but I can't figure out a quick way to do THIS body text formatting. Any and all help will be appreciated. I have read all of Barnhill's and Kelly's essays on this - outlining, numbering, you-name-it, but frankly everybody seems to just ignore body text; there's a whopping couple of paragraphs about using Body Text 2 and 3 on the MVP.org site, but again, that seems to be about text that you are GOING TO BE typing...not text you are FIXING. Help, anyone??? -- Hitch |
#2
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining/indenting
Guys:
Well, I have REPEATEDLY tried "style for following," using the mvps.org instructions for using Body text 2 and Body Text 3 styles...but it just is NOT working. No matter WHAT I do, if I type heading (e.g., a Level 2 Heading) text, promote it to Level 2, and then hit "return," (once ONLY, of course) I get another level 2 heading, NOT Body Text 2 styled (indented, based on Body Text) text. If I "demote" the to-be-body-text text to "body text," using EITHER the drop-down or the right-arrows, it turns into plain old NON-INDENTED Body Text, not Body Text 2. I have searched this list and the MS Word KB's, MVP.org, Shauna Kelly's stuff; taken the training courses, scoured the help...and nothing. EVERYBODY knows how to indent HEADINGS automatically, but automatically indenting the following body text to match the particular heading indent(s) seems to be like the Holy Grail - nonexistent. I saw a post here from late 2005 asking the same question, and the response was "to use styles," without any indication that it could be done automatedly. It seems like the only way to do this is to MANUALLY select every single bleeping paragraph (or series of paragraphs under an indented heading) and then assign the Body Text 2 or Body Text 3 style to it/them, one or a series at a time. IS THERE ANOTHER WAY, PLEASE!!!!!??????? -- Hitch "Hitch" wrote: I have a large document which uses outline levels. This document came to me in straight text, 80+ single-spaced pages of "body text," period. I switched on over to Outline view, and created the headings, using Heading 1, 2, 3, and so forth, which works great. However, here is where I just can't seem to "get" what happens with the EXISTING body text. Setting the headings to be modified with (Style for following) "Body Text" or "Body Text 2" (in Modify) does not seem to do ANYTHING when you have *existing* body text that's all sitting merrily at the left margin. (Setting up what follows is spiffy for text you are CREATING, but doesn't seem to do bupkus for text that already exists). I want the body text (which is unnumbered, mixed in with Sections, which are outline numbered Level 2 headings) after Heading 1 at the left margin, so that's easy. I want the unnumbered body text after Heading 2 indented, say .5; then the unnumbered body text after Heading 3 indented to follow Heading 3's indent. I realize I can do this manually, but is that the ONLY way to do this? To set up three different body Text styles and MANUALLY apply them, paragraph by paragraph (or set of paragraphs under each heading)? I've tried promoting the body text under Heading 1 to Level 1 (using the drop-down, not the left/right arrows, so it wouldn't become a formatted heading), so that it's effectively Level 1 Body Text, but while that addresses the indentation, it inserts a TOC field code so that the entire body text shows up in my TOC...which I do NOT want. Is this just one of those "it's so obvious that I can't see it" things? It's making me crazy, because I have to send this bloody thing out to 3 clients, all of whom will be making revisions to it, and if I don't get the formatting SET before I send it out, I'm going to be re-doing this thing until Hades freezes over. I mean, all the happy-happy-joy-joy over using the "follows" option in Modify seems to be oriented for NEW text, not text that is being edited. I'm moderately au fait with the outlining feature - probably more than the average bear - and I can generate sophisticated TOC's without pulling my hair out, but I can't figure out a quick way to do THIS body text formatting. Any and all help will be appreciated. I have read all of Barnhill's and Kelly's essays on this - outlining, numbering, you-name-it, but frankly everybody seems to just ignore body text; there's a whopping couple of paragraphs about using Body Text 2 and 3 on the MVP.org site, but again, that seems to be about text that you are GOING TO BE typing...not text you are FIXING. Help, anyone??? -- Hitch |
#3
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining/indenting
I believe that the "Style for following paragraph" is not observed when you
are in Outline view. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Hitch" wrote in message ... Guys: Well, I have REPEATEDLY tried "style for following," using the mvps.org instructions for using Body text 2 and Body Text 3 styles...but it just is NOT working. No matter WHAT I do, if I type heading (e.g., a Level 2 Heading) text, promote it to Level 2, and then hit "return," (once ONLY, of course) I get another level 2 heading, NOT Body Text 2 styled (indented, based on Body Text) text. If I "demote" the to-be-body-text text to "body text," using EITHER the drop-down or the right-arrows, it turns into plain old NON-INDENTED Body Text, not Body Text 2. I have searched this list and the MS Word KB's, MVP.org, Shauna Kelly's stuff; taken the training courses, scoured the help...and nothing. EVERYBODY knows how to indent HEADINGS automatically, but automatically indenting the following body text to match the particular heading indent(s) seems to be like the Holy Grail - nonexistent. I saw a post here from late 2005 asking the same question, and the response was "to use styles," without any indication that it could be done automatedly. It seems like the only way to do this is to MANUALLY select every single bleeping paragraph (or series of paragraphs under an indented heading) and then assign the Body Text 2 or Body Text 3 style to it/them, one or a series at a time. IS THERE ANOTHER WAY, PLEASE!!!!!??????? -- Hitch "Hitch" wrote: I have a large document which uses outline levels. This document came to me in straight text, 80+ single-spaced pages of "body text," period. I switched on over to Outline view, and created the headings, using Heading 1, 2, 3, and so forth, which works great. However, here is where I just can't seem to "get" what happens with the EXISTING body text. Setting the headings to be modified with (Style for following) "Body Text" or "Body Text 2" (in Modify) does not seem to do ANYTHING when you have *existing* body text that's all sitting merrily at the left margin. (Setting up what follows is spiffy for text you are CREATING, but doesn't seem to do bupkus for text that already exists). I want the body text (which is unnumbered, mixed in with Sections, which are outline numbered Level 2 headings) after Heading 1 at the left margin, so that's easy. I want the unnumbered body text after Heading 2 indented, say .5; then the unnumbered body text after Heading 3 indented to follow Heading 3's indent. I realize I can do this manually, but is that the ONLY way to do this? To set up three different body Text styles and MANUALLY apply them, paragraph by paragraph (or set of paragraphs under each heading)? I've tried promoting the body text under Heading 1 to Level 1 (using the drop-down, not the left/right arrows, so it wouldn't become a formatted heading), so that it's effectively Level 1 Body Text, but while that addresses the indentation, it inserts a TOC field code so that the entire body text shows up in my TOC...which I do NOT want. Is this just one of those "it's so obvious that I can't see it" things? It's making me crazy, because I have to send this bloody thing out to 3 clients, all of whom will be making revisions to it, and if I don't get the formatting SET before I send it out, I'm going to be re-doing this thing until Hades freezes over. I mean, all the happy-happy-joy-joy over using the "follows" option in Modify seems to be oriented for NEW text, not text that is being edited. I'm moderately au fait with the outlining feature - probably more than the average bear - and I can generate sophisticated TOC's without pulling my hair out, but I can't figure out a quick way to do THIS body text formatting. Any and all help will be appreciated. I have read all of Barnhill's and Kelly's essays on this - outlining, numbering, you-name-it, but frankly everybody seems to just ignore body text; there's a whopping couple of paragraphs about using Body Text 2 and 3 on the MVP.org site, but again, that seems to be about text that you are GOING TO BE typing...not text you are FIXING. Help, anyone??? -- Hitch |
#4
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining/indenting
ah, that's right. On the assumption that you are outlining your
headings, not adding body text. In fact, I've found that very useful. Suzanne S. Barnhill wrote: I believe that the "Style for following paragraph" is not observed when you are in Outline view. |
#5
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining
Hitch wrote:
I realize I can do this manually, but is that the ONLY way to do this? To set up three different body Text styles and MANUALLY apply them, paragraph by paragraph (or set of paragraphs under each heading)? Yep, I think so. The "following" setting does only apply when you are typing new text, as you found. Possibly a quicker way--in Outline View, select a Heading 1. Go back to regular view, that whole section should be selected. Run a Find and Replace (for that selection only) that leaves the boxes empty, but formats Find as Body Text and Replace as YourCustomBodyTextStyleForThatLevel. (I'd try this ON A COPY) Also, it's possible to assign a keyboard shortcut to a style, could help speed things up. It's making me crazy, because I have to send this bloody thing out to 3 clients, all of whom will be making revisions to it, and if I don't get the formatting SET before I send it out, I'm going to be re-doing this thing until Hades freezes over. Betcha 50 cents they'll mess it up and you'll have to redo it anyhow. |
#6
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining
Oh, that's just....AAARRRGGHHHH!!! If I understand you two folks, answering
all three posts at once: 1. IF I want to use Outline view, I have to define all my headers, then SWITCH back to Print View (or whatever) to get the "following" setting to work? Can that be real? Why on EARTH would that setting only work in Print View (dumb, dumb, dumb, MS)? Suzanne, mvp.org folks, or Shauna Kelly - detailed info on BODY TEXT would be a WONDERFUL article for users needing WP-level functionality, or advanced typesetting functions for ANY reason...just a suggestion, I've been beating my head against the wall for two days. 2. Daiya - I freely admit that your suggestion about "find and replace" is not something I would have thought of, and I'm not sure I understand your instructions..."Find as body text" and replace with "Replace with Body Text 2 (or whatever)?" Hell, I never knew I could "find" a style. I will mutter off and see if I can figure it out, now that I know that using "follows" in Outline View (in which I do ALL my work) doesn't WORK. 3. Daiya - oh, yep, they'll screw it up all right...but when the indentation level goes hither and yon, one of them gets near-hysterical and then things get REALLY BAD. :-) It would be funny if I didn't have filing deadlines on this project at the end of March! THANK YOU BOTH for your assistance. REALLY. At least I know I'm not completely crazy, which is what I've been thinking for the last 24 hours, not figuring out why the blasted "follows" thing wouldn't work even on NEW text!!! (Not in Outline view...what a bugger). :-) -- Hitch "Daiya Mitchell" wrote: Hitch wrote: I realize I can do this manually, but is that the ONLY way to do this? To set up three different body Text styles and MANUALLY apply them, paragraph by paragraph (or set of paragraphs under each heading)? Yep, I think so. The "following" setting does only apply when you are typing new text, as you found. Possibly a quicker way--in Outline View, select a Heading 1. Go back to regular view, that whole section should be selected. Run a Find and Replace (for that selection only) that leaves the boxes empty, but formats Find as Body Text and Replace as YourCustomBodyTextStyleForThatLevel. (I'd try this ON A COPY) Also, it's possible to assign a keyboard shortcut to a style, could help speed things up. It's making me crazy, because I have to send this bloody thing out to 3 clients, all of whom will be making revisions to it, and if I don't get the formatting SET before I send it out, I'm going to be re-doing this thing until Hades freezes over. Betcha 50 cents they'll mess it up and you'll have to redo it anyhow. |
#7
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining/indenting
Hi, Suzanne:
Okay...then I have a REALLY STUPID question, AFTER giving this some thought. As you would be entering ALL of your headings for a lengthy document in Outline View - when would "style for following paragraph" ever actually WORK? Mechanically, what would actually happen? You would enter ALL of your headings in Outline View - 1st ,2nd, etc., and then flip back to "print layout" view (or whatever), then what? Place your cursor at the END of each heading, hit enter, and THEN and only then add your Body Text, to get the Body Text 2 or 3 style? That's pretty accursed tedious, don't you think? On my 80 pages, it's going to be a nightmare. This is just....damned dumb. I cannot believe that MS never thought to create a simple switch or option that would make indenting body text to the level of the preceding heading the DEFAULT option, or at least an option you could select for the entire document. Who uses headings that don't indent, and who puts left-margin body text under indented headings? And who wants to be constrained to constantly switching back and forth between views (and careful cursor placement) in order to get something THIS FUNDAMENTAL to work? Cripes. Thanks for the info, but I'm still agape at the idea that auto-indentation is such an alien concept to Word. Regards, -- Hitch "Suzanne S. Barnhill" wrote: I believe that the "Style for following paragraph" is not observed when you are in Outline view. -- Suzanne S. Barnhill Microsoft MVP (Word) Words into Type Fairhope, Alabama USA Word MVP FAQ site: http://word.mvps.org Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. "Hitch" wrote in message ... Guys: Well, I have REPEATEDLY tried "style for following," using the mvps.org instructions for using Body text 2 and Body Text 3 styles...but it just is NOT working. No matter WHAT I do, if I type heading (e.g., a Level 2 Heading) text, promote it to Level 2, and then hit "return," (once ONLY, of course) I get another level 2 heading, NOT Body Text 2 styled (indented, based on Body Text) text. If I "demote" the to-be-body-text text to "body text," using EITHER the drop-down or the right-arrows, it turns into plain old NON-INDENTED Body Text, not Body Text 2. I have searched this list and the MS Word KB's, MVP.org, Shauna Kelly's stuff; taken the training courses, scoured the help...and nothing. EVERYBODY knows how to indent HEADINGS automatically, but automatically indenting the following body text to match the particular heading indent(s) seems to be like the Holy Grail - nonexistent. I saw a post here from late 2005 asking the same question, and the response was "to use styles," without any indication that it could be done automatedly. It seems like the only way to do this is to MANUALLY select every single bleeping paragraph (or series of paragraphs under an indented heading) and then assign the Body Text 2 or Body Text 3 style to it/them, one or a series at a time. IS THERE ANOTHER WAY, PLEASE!!!!!??????? -- Hitch |
#8
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining/indenting
Hi Hitch,
Not to blame you, but I think that if you accept that your way of working does not match Word's, it will be less frustrating for you. Who uses headings that don't indent, and who puts left-margin body text under indented headings? Me. It's never crossed my mind to do otherwise. And, honestly, I don't think I've seen anyone else ask this question. And who wants to be constrained to constantly switching back and forth between views (and careful cursor placement) in order to get something THIS FUNDAMENTAL to work? Well, outline view is not designed to make it easy to *write* the document, but to make it easy to plan, re-order, navigate, or otherwise manage. It may be of general use if you read this article on outline view: http://word.mvps.org/FAQs/Formatting/UsingOLView.htm See other post for comments on your specific problem right now. Daiya |
#9
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining
Hi Hitch,
You need several different styles of Body Text, one for each indentation, and yes, you'll have to apply them manually. Actually, though, I'm not sure Find and Replace will help at all, because the annoyance is that you'll need to manually select each section of text to be changed. So, quick methods of selection: Outline View should offer you a quick way of selecting only the text you want replaced in that search. Another, probably better method of quick selection: use the little circle between the double arrows at the bottom of the scroll bar, and set the Browse Object to next heading. Then clicking the double arrow will jump you to the next heading. If you hit F8 to enter Extended Selection mode, then when it jumps to the next heading, it will also select all the text it jumped over. Once the text is selected, you can apply a style the way you normally do. I think Find and Replace would be superfluous here, on second thought. Hit ESC to exit Extended Selection mode, or double-click the EXT on the status bar at the bottom of the window. Daiya PS. to other post--if you prefer to do all your work in Outline View, you might find that doing the actual writing/composing in Normal View rather than Page Layout is also comfortable for you. Re your #1, see my other post. PPS. If you did ever want to Find and Replace styles, you would need to click on the More button in the dialog, and use the Format menu in the dialog to apply a Style to the empty Find and Replace fields. Experiment on a COPY, it's easier to do than to explain. Hitch wrote: Oh, that's just....AAARRRGGHHHH!!! If I understand you two folks, answering all three posts at once: 1. IF I want to use Outline view, I have to define all my headers, then SWITCH back to Print View (or whatever) to get the "following" setting to work? Can that be real? Why on EARTH would that setting only work in Print View (dumb, dumb, dumb, MS)? Suzanne, mvp.org folks, or Shauna Kelly - detailed info on BODY TEXT would be a WONDERFUL article for users needing WP-level functionality, or advanced typesetting functions for ANY reason...just a suggestion, I've been beating my head against the wall for two days. 2. Daiya - I freely admit that your suggestion about "find and replace" is not something I would have thought of, and I'm not sure I understand your instructions..."Find as body text" and replace with "Replace with Body Text 2 (or whatever)?" Hell, I never knew I could "find" a style. I will mutter off and see if I can figure it out, now that I know that using "follows" in Outline View (in which I do ALL my work) doesn't WORK. 3. Daiya - oh, yep, they'll screw it up all right...but when the indentation level goes hither and yon, one of them gets near-hysterical and then things get REALLY BAD. :-) It would be funny if I didn't have filing deadlines on this project at the end of March! THANK YOU BOTH for your assistance. REALLY. At least I know I'm not completely crazy, which is what I've been thinking for the last 24 hours, not figuring out why the blasted "follows" thing wouldn't work even on NEW text!!! (Not in Outline view...what a bugger). :-) |
#10
Posted to microsoft.public.word.pagelayout
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Body Text formatting when Outlining
Hitch,
To quickly apply the body text styles, you can assign keyboard shortcuts to them. Note also that the body text styles can be set up as an outline- numbered list (with no numbering applied). Then you can change styles by promoting/demoting numbering levels (using Alt+Shift+left/right arrow). -- Stefan Blom Microsoft Word MVP "Daiya Mitchell" wrote in message ... Hi Hitch, You need several different styles of Body Text, one for each indentation, and yes, you'll have to apply them manually. Actually, though, I'm not sure Find and Replace will help at all, because the annoyance is that you'll need to manually select each section of text to be changed. So, quick methods of selection: Outline View should offer you a quick way of selecting only the text you want replaced in that search. Another, probably better method of quick selection: use the little circle between the double arrows at the bottom of the scroll bar, and set the Browse Object to next heading. Then clicking the double arrow will jump you to the next heading. If you hit F8 to enter Extended Selection mode, then when it jumps to the next heading, it will also select all the text it jumped over. Once the text is selected, you can apply a style the way you normally do. I think Find and Replace would be superfluous here, on second thought. Hit ESC to exit Extended Selection mode, or double-click the EXT on the status bar at the bottom of the window. Daiya PS. to other post--if you prefer to do all your work in Outline View, you might find that doing the actual writing/composing in Normal View rather than Page Layout is also comfortable for you. Re your #1, see my other post. PPS. If you did ever want to Find and Replace styles, you would need to click on the More button in the dialog, and use the Format menu in the dialog to apply a Style to the empty Find and Replace fields. Experiment on a COPY, it's easier to do than to explain. Hitch wrote: Oh, that's just....AAARRRGGHHHH!!! If I understand you two folks, answering all three posts at once: 1. IF I want to use Outline view, I have to define all my headers, then SWITCH back to Print View (or whatever) to get the "following" setting to work? Can that be real? Why on EARTH would that setting only work in Print View (dumb, dumb, dumb, MS)? Suzanne, mvp.org folks, or Shauna Kelly - detailed info on BODY TEXT would be a WONDERFUL article for users needing WP-level functionality, or advanced typesetting functions for ANY reason...just a suggestion, I've been beating my head against the wall for two days. 2. Daiya - I freely admit that your suggestion about "find and replace" is not something I would have thought of, and I'm not sure I understand your instructions..."Find as body text" and replace with "Replace with Body Text 2 (or whatever)?" Hell, I never knew I could "find" a style. I will mutter off and see if I can figure it out, now that I know that using "follows" in Outline View (in which I do ALL my work) doesn't WORK. 3. Daiya - oh, yep, they'll screw it up all right...but when the indentation level goes hither and yon, one of them gets near-hysterical and then things get REALLY BAD. :-) It would be funny if I didn't have filing deadlines on this project at the end of March! THANK YOU BOTH for your assistance. REALLY. At least I know I'm not completely crazy, which is what I've been thinking for the last 24 hours, not figuring out why the blasted "follows" thing wouldn't work even on NEW text!!! (Not in Outline view...what a bugger). :-) |
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