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#1
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make sense of large doc
I have an Access database with a few reports...
One of the reports I publish w/ Word. It's about 200 pages and basically lists a supervisor's name and his/her respective employee w/ some statistical data. Each page contains a supervisor and a different employee; so, e.g., no two pages contain the same employee, but many pages have the same supervisor. I'm trying to provide easy navigation/printing of this document by creating a table of contents or document map of some sort. I'm running into a problem, however, because Word does not recognize the supervisor's name as a heading or outline level. It would appear that I have to select each supervisor and create a custom heading of sorts (which would take too long and I update the doc every month). Does anyone have an idea on how to take a long Word doc and make it more user friendly given the example above. Picture a Word doc about 200 pages w/ a particular employee's information (by supervisor) on each page. E.g., the first five pages have supervisor John Doe's name at the top with his five employees on page 1, 2, 3, 4, and 5. The next five pages have supervisor Jane Doe's name at the top with her five employees on page 6, 7, 8, 9, and 10. Any thoughts? Thanks... alex |
#2
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make sense of large doc
Brainstorming:
1) the document map will assign outline levels. If switching into the document map assigns the right levels, and shows the supervisors and employers in the map, you can build a TOC from those outline levels. I don't know that depending on the Doc Map is so reliable, but.... 2) You might investigate whether Access has any setting that would apply the heading styles when you export. I think if you send a slideshow from PPT to Word, it will automatically apply Heading styles. Perhaps there are some flags you could set in Access to make the same thing happen, or some way to set up the report including the formatting. Note: I've never used Access and have no idea whether this is feasible (Or if Word lets you mail merge from an access database, you can apply the formatting to the field before merging the data) 3) Alternatively, if the doc is set up like so: Supervisor: Name X Employee: Name Y it might be possible to use the consistent appearance of Supervisor to format all lines with that text in Heading 1, etc. It would probably be some sort of complicated Find and Replace, possibly involving wildcards. If it's possible, it could be saved as a macro to easily reapply the Heading every time you regenerate the report. You'd probably want to ask in a VBA/programming Word group about that. alex wrote: I have an Access database with a few reports... One of the reports I publish w/ Word. It's about 200 pages and basically lists a supervisor's name and his/her respective employee w/ some statistical data. Each page contains a supervisor and a different employee; so, e.g., no two pages contain the same employee, but many pages have the same supervisor. I'm trying to provide easy navigation/printing of this document by creating a table of contents or document map of some sort. I'm running into a problem, however, because Word does not recognize the supervisor's name as a heading or outline level. It would appear that I have to select each supervisor and create a custom heading of sorts (which would take too long and I update the doc every month). Does anyone have an idea on how to take a long Word doc and make it more user friendly given the example above. Picture a Word doc about 200 pages w/ a particular employee's information (by supervisor) on each page. E.g., the first five pages have supervisor John Doe's name at the top with his five employees on page 1, 2, 3, 4, and 5. The next five pages have supervisor Jane Doe's name at the top with her five employees on page 6, 7, 8, 9, and 10. Any thoughts? Thanks... alex |
#3
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make sense of large doc
On Nov 29, 12:53 pm, Daiya Mitchell
wrote: Brainstorming: 1) the document map will assign outline levels. If switching into the document map assigns the right levels, and shows the supervisors and employers in the map, you can build a TOC from those outline levels. I don't know that depending on the Doc Map is so reliable, but.... 2) You might investigate whether Access has any setting that would apply the heading styles when you export. I think if you send a slideshow from PPT to Word, it will automatically apply Heading styles. Perhaps there are some flags you could set in Access to make the same thing happen, or some way to set up the report including the formatting. Note: I've never used Access and have no idea whether this is feasible (Or if Word lets you mail merge from an access database, you can apply the formatting to the field before merging the data) 3) Alternatively, if the doc is set up like so: Supervisor: Name X Employee: Name Y it might be possible to use the consistent appearance of Supervisor to format all lines with that text in Heading 1, etc. It would probably be some sort of complicated Find and Replace, possibly involving wildcards. If it's possible, it could be saved as a macro to easily reapply the Heading every time you regenerate the report. You'd probably want to ask in a VBA/programming Word group about that. alex wrote: I have an Access database with a few reports... One of the reports I publish w/ Word. It's about 200 pages and basically lists a supervisor's name and his/her respective employee w/ some statistical data. Each page contains a supervisor and a different employee; so, e.g., no two pages contain the same employee, but many pages have the same supervisor. I'm trying to provide easy navigation/printing of this document by creating a table of contents or document map of some sort. I'm running into a problem, however, because Word does not recognize the supervisor's name as a heading or outline level. It would appear that I have to select each supervisor and create a custom heading of sorts (which would take too long and I update the doc every month). Does anyone have an idea on how to take a long Word doc and make it more user friendly given the example above. Picture a Word doc about 200 pages w/ a particular employee's information (by supervisor) on each page. E.g., the first five pages have supervisor John Doe's name at the top with his five employees on page 1, 2, 3, 4, and 5. The next five pages have supervisor Jane Doe's name at the top with her five employees on page 6, 7, 8, 9, and 10. Any thoughts? Thanks... alex- Hide quoted text - - Show quoted text - Daiya - thanks for your help; i'll give theses some thought. |
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