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#1
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relating styles to outline levels and TOC
Outline levels relate directly to TOC levels right? Isn't there a direct way
to assign each outline level to match a TOC level and a style..simple, straight forward...nothing fancy? I have a mess of two long documents, I have tried clearing all the formatting so I get a naked document, I should then be able to go to view outline and assign a level which has a certain font and outline level but it is not happening. Any guidence appreciated. Thank you |
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#2
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Yes, TOC levels do correlate to outline levels, generally you don't need to
consciously assign them. However, in Outline View what you are actually applying by using Promote and Demote are Heading styles, which carry a built-in outline level. How exactly are you "assigning the level", and what happens instead? And what version of Word? Also, Outline View doesn't necessarily show formatting. These articles may answer your question, though at present there is not enough information for me at least to know what the problem might be. http://www.shaunakelly.com/word/toc/CreateATOC.html http://www.shaunakelly.com/word/numb...ingStyles.html http://word.mvps.org/FAQs/Formatting/UsingOLView.htm On 7/29/05 6:51 AM, "Jeff C" wrote: Outline levels relate directly to TOC levels right? Isn't there a direct way to assign each outline level to match a TOC level and a style..simple, straight forward...nothing fancy? I have a mess of two long documents, I have tried clearing all the formatting so I get a naked document, I should then be able to go to view outline and assign a level which has a certain font and outline level but it is not happening. Any guidence appreciated. Thank you -- Daiya Mitchell, MVP Mac/Word Word FAQ: http://www.word.mvps.org/ MacWord Tips: http://www.word.mvps.org/MacWordNew/ What's an MVP? A volunteer! Read the FAQ: http://mvp.support.microsoft.com/ |
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#3
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Thanks Daiya: got pulled away and am finally back. Word from Office 2003.
What I decided to do is go to reference, TOC and actually reformat each TOC the way I want. Then I am going to Styles and reformatting each style to match the TOC Levels, that way I figure everything will be the same consistently. I have two documents produced by two different people and I am combining them so that the 2nd document is the 13th Appendix. I guess even most of the references just don't tell you that you have three independent formatting groups, TOC, Styles and the third Format which just ruins a document. Thanks for your help with the articles. It would be nice if you could cut and paste into a document, another and have all the styles apply. "Daiya Mitchell" wrote: Yes, TOC levels do correlate to outline levels, generally you don't need to consciously assign them. However, in Outline View what you are actually applying by using Promote and Demote are Heading styles, which carry a built-in outline level. How exactly are you "assigning the level", and what happens instead? And what version of Word? Also, Outline View doesn't necessarily show formatting. These articles may answer your question, though at present there is not enough information for me at least to know what the problem might be. http://www.shaunakelly.com/word/toc/CreateATOC.html http://www.shaunakelly.com/word/numb...ingStyles.html http://word.mvps.org/FAQs/Formatting/UsingOLView.htm On 7/29/05 6:51 AM, "Jeff C" wrote: Outline levels relate directly to TOC levels right? Isn't there a direct way to assign each outline level to match a TOC level and a style..simple, straight forward...nothing fancy? I have a mess of two long documents, I have tried clearing all the formatting so I get a naked document, I should then be able to go to view outline and assign a level which has a certain font and outline level but it is not happening. Any guidence appreciated. Thank you -- Daiya Mitchell, MVP Mac/Word Word FAQ: http://www.word.mvps.org/ MacWord Tips: http://www.word.mvps.org/MacWordNew/ What's an MVP? A volunteer! Read the FAQ: http://mvp.support.microsoft.com/ |
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#4
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Hi Jeff,
What you described doesn't really make sense to me, which means I am not sure it's the most efficient way--though it could just be the way you explain it. The way I would do it--clear all the formatting, as you did. Go into Outline View and use promote/demote to apply Heading Styles. Modify the Heading Styles so that they looked the way I wanted. Generate the TOC--the heading styles will automatically correlate to the TOC levels so that all Heading 1 texts are shown as TOC 1. Modify the TOC styles so that they looked the way I wanted. Done. (and usually the Heading and TOC styles are "based on" each other so that they don't all necessarily need to be modified individually). What "third Format which just ruins a document" are you talking about? Doesn't make any sense to me, so I wonder if you have misunderstood. Daiya On 7/29/05 12:02 PM, "Jeff C" wrote: Thanks Daiya: got pulled away and am finally back. Word from Office 2003. What I decided to do is go to reference, TOC and actually reformat each TOC the way I want. Then I am going to Styles and reformatting each style to match the TOC Levels, that way I figure everything will be the same consistently. I have two documents produced by two different people and I am combining them so that the 2nd document is the 13th Appendix. I guess even most of the references just don't tell you that you have three independent formatting groups, TOC, Styles and the third Format which just ruins a document. Thanks for your help with the articles. It would be nice if you could cut and paste into a document, another and have all the styles apply. "Daiya Mitchell" wrote: Yes, TOC levels do correlate to outline levels, generally you don't need to consciously assign them. However, in Outline View what you are actually applying by using Promote and Demote are Heading styles, which carry a built-in outline level. How exactly are you "assigning the level", and what happens instead? And what version of Word? Also, Outline View doesn't necessarily show formatting. These articles may answer your question, though at present there is not enough information for me at least to know what the problem might be. http://www.shaunakelly.com/word/toc/CreateATOC.html http://www.shaunakelly.com/word/numb...ingStyles.html http://word.mvps.org/FAQs/Formatting/UsingOLView.htm On 7/29/05 6:51 AM, "Jeff C" wrote: Outline levels relate directly to TOC levels right? Isn't there a direct way to assign each outline level to match a TOC level and a style..simple, straight forward...nothing fancy? I have a mess of two long documents, I have tried clearing all the formatting so I get a naked document, I should then be able to go to view outline and assign a level which has a certain font and outline level but it is not happening. Any guidence appreciated. Thank you |
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#5
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Hello Daiya:
Well I guess the part I didn't get was that "the heading styles will automatically correlate to the TOC levels so that all Heading 1 texts are shown as TOC 1". What I mean't by the format comment was ....referring to the corporate document I received, which had TOC levels all assigned with different fonts and paragraph setting, and heading styles all assigned yet different fonts and paragraph settings. Then, whomever created or finalized the 170 page document went through it and actually formatted each section with different fonts, bolds, underlines etc., as well as different justifications and number lists. I cleared all formatting (which I referred to as ruining the document), and then modified all the TOC styles to the way I wanted, then matched the styles, ie., TOC 1 font and paragraph setting = Heading 1 Style font and paragraph setting. Slowly it is working, it just takes time. But this is really my first exercise with this type of thing in WORD. I am an old WordPerfect 8 fan left over from my days in a law office. Once I work through this I will create a template to work from and the next exersices will go much smoother. I first found these discussion groups seeking help with MS Access. Searching these groups is the best thing since, well I don't know.....Single Malt Scotch????? For the new folks that read this....Search these groups first and read all the threads... a wealth of information. Anyway thanks to you, and the other guru's and MVPs. I love these groups. "Daiya Mitchell" wrote: Hi Jeff, What you described doesn't really make sense to me, which means I am not sure it's the most efficient way--though it could just be the way you explain it. The way I would do it--clear all the formatting, as you did. Go into Outline View and use promote/demote to apply Heading Styles. Modify the Heading Styles so that they looked the way I wanted. Generate the TOC--the heading styles will automatically correlate to the TOC levels so that all Heading 1 texts are shown as TOC 1. Modify the TOC styles so that they looked the way I wanted. Done. (and usually the Heading and TOC styles are "based on" each other so that they don't all necessarily need to be modified individually). What "third Format which just ruins a document" are you talking about? Doesn't make any sense to me, so I wonder if you have misunderstood. Daiya On 7/29/05 12:02 PM, "Jeff C" wrote: Thanks Daiya: got pulled away and am finally back. Word from Office 2003. What I decided to do is go to reference, TOC and actually reformat each TOC the way I want. Then I am going to Styles and reformatting each style to match the TOC Levels, that way I figure everything will be the same consistently. I have two documents produced by two different people and I am combining them so that the 2nd document is the 13th Appendix. I guess even most of the references just don't tell you that you have three independent formatting groups, TOC, Styles and the third Format which just ruins a document. Thanks for your help with the articles. It would be nice if you could cut and paste into a document, another and have all the styles apply. "Daiya Mitchell" wrote: Yes, TOC levels do correlate to outline levels, generally you don't need to consciously assign them. However, in Outline View what you are actually applying by using Promote and Demote are Heading styles, which carry a built-in outline level. How exactly are you "assigning the level", and what happens instead? And what version of Word? Also, Outline View doesn't necessarily show formatting. These articles may answer your question, though at present there is not enough information for me at least to know what the problem might be. http://www.shaunakelly.com/word/toc/CreateATOC.html http://www.shaunakelly.com/word/numb...ingStyles.html http://word.mvps.org/FAQs/Formatting/UsingOLView.htm On 7/29/05 6:51 AM, "Jeff C" wrote: Outline levels relate directly to TOC levels right? Isn't there a direct way to assign each outline level to match a TOC level and a style..simple, straight forward...nothing fancy? I have a mess of two long documents, I have tried clearing all the formatting so I get a naked document, I should then be able to go to view outline and assign a level which has a certain font and outline level but it is not happening. Any guidence appreciated. Thank you |
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#6
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To further clarify what Daiya was saying:
1. Word has a set of nine built-in heading styles, Heading 1 through Heading 9. They are all formatted differently, but the general principal is that Heading 1 is bigger and more important than Heading 2 and so on down. You can modify any one of these styles to look any way you want. 2. Word also has nine levels of TOC styles, TOC 1 through TOC 9. They are identical (plain 12-pt TNR) except for the left and hanging indents, which are larger on each descending style. That is, TOC 1 has no left indent, and a 0.17" hanging indent, TOC 2 has a .17" left indent and a 0.33" hanging indent, and so on. You can also modify these styles to look any way you want. You can make them match the heading styles, but this is usually not advisable since the TOC serves a different purpose from the headings. 3. When you create a TOC, by default, all Heading 1 paragraphs are represented by a TOC 1 paragraph, Heading 2 by TOC 2, and so on. You can change this, too, if you like, by assigning different levels in the TOC options. You can omit built-in styles by removing their numbers. You can also add your own custom styles by assigning a level (you can do this in the Format Paragraph dialog or directly in the TOC Options). -- 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. "Jeff C" wrote in message ... Hello Daiya: Well I guess the part I didn't get was that "the heading styles will automatically correlate to the TOC levels so that all Heading 1 texts are shown as TOC 1". What I mean't by the format comment was ....referring to the corporate document I received, which had TOC levels all assigned with different fonts and paragraph setting, and heading styles all assigned yet different fonts and paragraph settings. Then, whomever created or finalized the 170 page document went through it and actually formatted each section with different fonts, bolds, underlines etc., as well as different justifications and number lists. I cleared all formatting (which I referred to as ruining the document), and then modified all the TOC styles to the way I wanted, then matched the styles, ie., TOC 1 font and paragraph setting = Heading 1 Style font and paragraph setting. Slowly it is working, it just takes time. But this is really my first exercise with this type of thing in WORD. I am an old WordPerfect 8 fan left over from my days in a law office. Once I work through this I will create a template to work from and the next exersices will go much smoother. I first found these discussion groups seeking help with MS Access. Searching these groups is the best thing since, well I don't know.....Single Malt Scotch????? For the new folks that read this....Search these groups first and read all the threads... a wealth of information. Anyway thanks to you, and the other guru's and MVPs. I love these groups. "Daiya Mitchell" wrote: Hi Jeff, What you described doesn't really make sense to me, which means I am not sure it's the most efficient way--though it could just be the way you explain it. The way I would do it--clear all the formatting, as you did. Go into Outline View and use promote/demote to apply Heading Styles. Modify the Heading Styles so that they looked the way I wanted. Generate the TOC--the heading styles will automatically correlate to the TOC levels so that all Heading 1 texts are shown as TOC 1. Modify the TOC styles so that they looked the way I wanted. Done. (and usually the Heading and TOC styles are "based on" each other so that they don't all necessarily need to be modified individually). What "third Format which just ruins a document" are you talking about? Doesn't make any sense to me, so I wonder if you have misunderstood. Daiya On 7/29/05 12:02 PM, "Jeff C" wrote: Thanks Daiya: got pulled away and am finally back. Word from Office 2003. What I decided to do is go to reference, TOC and actually reformat each TOC the way I want. Then I am going to Styles and reformatting each style to match the TOC Levels, that way I figure everything will be the same consistently. I have two documents produced by two different people and I am combining them so that the 2nd document is the 13th Appendix. I guess even most of the references just don't tell you that you have three independent formatting groups, TOC, Styles and the third Format which just ruins a document. Thanks for your help with the articles. It would be nice if you could cut and paste into a document, another and have all the styles apply. "Daiya Mitchell" wrote: Yes, TOC levels do correlate to outline levels, generally you don't need to consciously assign them. However, in Outline View what you are actually applying by using Promote and Demote are Heading styles, which carry a built-in outline level. How exactly are you "assigning the level", and what happens instead? And what version of Word? Also, Outline View doesn't necessarily show formatting. These articles may answer your question, though at present there is not enough information for me at least to know what the problem might be. http://www.shaunakelly.com/word/toc/CreateATOC.html http://www.shaunakelly.com/word/numb...ingStyles.html http://word.mvps.org/FAQs/Formatting/UsingOLView.htm On 7/29/05 6:51 AM, "Jeff C" wrote: Outline levels relate directly to TOC levels right? Isn't there a d irect way to assign each outline level to match a TOC level and a style..simple, straight forward...nothing fancy? I have a mess of two long documents, I have tried clearing all the formatting so I get a naked document, I should then be able to go to view outline and assign a level which has a certain font and outline level but it is not happening. Any guidence appreciated. Thank you |
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#7
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Thank you Suzanne:
I think I am finally understanding.you and the others in here have absolutely amazing talent. Wish there were recorded video of you guys demonstrating some of this. Have a great weekend. "Suzanne S. Barnhill" wrote: To further clarify what Daiya was saying: 1. Word has a set of nine built-in heading styles, Heading 1 through Heading 9. They are all formatted differently, but the general principal is that Heading 1 is bigger and more important than Heading 2 and so on down. You can modify any one of these styles to look any way you want. 2. Word also has nine levels of TOC styles, TOC 1 through TOC 9. They are identical (plain 12-pt TNR) except for the left and hanging indents, which are larger on each descending style. That is, TOC 1 has no left indent, and a 0.17" hanging indent, TOC 2 has a .17" left indent and a 0.33" hanging indent, and so on. You can also modify these styles to look any way you want. You can make them match the heading styles, but this is usually not advisable since the TOC serves a different purpose from the headings. 3. When you create a TOC, by default, all Heading 1 paragraphs are represented by a TOC 1 paragraph, Heading 2 by TOC 2, and so on. You can change this, too, if you like, by assigning different levels in the TOC options. You can omit built-in styles by removing their numbers. You can also add your own custom styles by assigning a level (you can do this in the Format Paragraph dialog or directly in the TOC Options). -- 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. "Jeff C" wrote in message ... Hello Daiya: Well I guess the part I didn't get was that "the heading styles will automatically correlate to the TOC levels so that all Heading 1 texts are shown as TOC 1". What I mean't by the format comment was ....referring to the corporate document I received, which had TOC levels all assigned with different fonts and paragraph setting, and heading styles all assigned yet different fonts and paragraph settings. Then, whomever created or finalized the 170 page document went through it and actually formatted each section with different fonts, bolds, underlines etc., as well as different justifications and number lists. I cleared all formatting (which I referred to as ruining the document), and then modified all the TOC styles to the way I wanted, then matched the styles, ie., TOC 1 font and paragraph setting = Heading 1 Style font and paragraph setting. Slowly it is working, it just takes time. But this is really my first exercise with this type of thing in WORD. I am an old WordPerfect 8 fan left over from my days in a law office. Once I work through this I will create a template to work from and the next exersices will go much smoother. I first found these discussion groups seeking help with MS Access. Searching these groups is the best thing since, well I don't know.....Single Malt Scotch????? For the new folks that read this....Search these groups first and read all the threads... a wealth of information. Anyway thanks to you, and the other guru's and MVPs. I love these groups. "Daiya Mitchell" wrote: Hi Jeff, What you described doesn't really make sense to me, which means I am not sure it's the most efficient way--though it could just be the way you explain it. The way I would do it--clear all the formatting, as you did. Go into Outline View and use promote/demote to apply Heading Styles. Modify the Heading Styles so that they looked the way I wanted. Generate the TOC--the heading styles will automatically correlate to the TOC levels so that all Heading 1 texts are shown as TOC 1. Modify the TOC styles so that they looked the way I wanted. Done. (and usually the Heading and TOC styles are "based on" each other so that they don't all necessarily need to be modified individually). What "third Format which just ruins a document" are you talking about? Doesn't make any sense to me, so I wonder if you have misunderstood. Daiya On 7/29/05 12:02 PM, "Jeff C" wrote: Thanks Daiya: got pulled away and am finally back. Word from Office 2003. What I decided to do is go to reference, TOC and actually reformat each TOC the way I want. Then I am going to Styles and reformatting each style to match the TOC Levels, that way I figure everything will be the same consistently. I have two documents produced by two different people and I am combining them so that the 2nd document is the 13th Appendix. I guess even most of the references just don't tell you that you have three independent formatting groups, TOC, Styles and the third Format which just ruins a document. Thanks for your help with the articles. It would be nice if you could cut and paste into a document, another and have all the styles apply. "Daiya Mitchell" wrote: Yes, TOC levels do correlate to outline levels, generally you don't need to consciously assign them. However, in Outline View what you are actually applying by using Promote and Demote are Heading styles, which carry a built-in outline level. How exactly are you "assigning the level", and what happens instead? And what version of Word? Also, Outline View doesn't necessarily show formatting. These articles may answer your question, though at present there is not enough information for me at least to know what the problem might be. http://www.shaunakelly.com/word/toc/CreateATOC.html http://www.shaunakelly.com/word/numb...ingStyles.html http://word.mvps.org/FAQs/Formatting/UsingOLView.htm On 7/29/05 6:51 AM, "Jeff C" wrote: Outline levels relate directly to TOC levels right? Isn't there a d irect way to assign each outline level to match a TOC level and a style..simple, straight forward...nothing fancy? I have a mess of two long documents, I have tried clearing all the formatting so I get a naked document, I should then be able to go to view outline and assign a level which has a certain font and outline level but it is not happening. Any guidence appreciated. Thank you |
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#8
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Hi Jeff,
Those three articles I linked at first will also explain more about what's going on and how Word works, and may make more sense now, especially the second and third. Re coming from WordPerfect, check these links at some point: These links might not have the answer to your specific question, but you will probably find them very useful as you switch from WordPerfect to Word. How Word differs from WordPerfect http://www.mvps.org/word/FAQs/Genera...ordPerfect.htm Some Tips and "Gotchas" for those who are new to Word Especially if migrating from WordPerfect http://www.mvps.org/word/FAQs/Genera...AndGotchas.htm Is There Life After "Reveal Codes"? http://www.mvps.org/word/FAQs/General/RevealCodes.htm WordPerfect to Word converters (and why none of them are perfect) http://www.mvps.org/word/FAQs/Genera...Converters.htm Daiya On 7/29/05 10:46 PM, "Jeff C" wrote: Thank you Suzanne: But this is really my first exercise with this type of thing in WORD. I am an old WordPerfect 8 fan left over from my days in a law office. Once I work through this I will create a template to work from and the next exersices will go much smoother. These articles may answer your question, though at present there is not enough information for me at least to know what the problem might be. http://www.shaunakelly.com/word/toc/CreateATOC.html http://www.shaunakelly.com/word/numb...ingStyles.html http://word.mvps.org/FAQs/Formatting/UsingOLView.htm |
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