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Old 08-20-2012, 11:39 AM
WaltR WaltR is offline Windows Vista Office 2007
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Trying to find and copy all headings at the same time
 
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Default Trying to find and copy all headings at the same time

I'm working with a document that's an Encyclopedia and it's formatted like this:

HEADING (ALL CAPS)

(Body)

To make a long story short, I'd like to able to copy all the headings at once, leaving out the bodies. The font for both headings and bodies is Candara 12pt. I tried Find, using: Any letter; Not small caps, All caps. But it doesn't find anything. I have a feeling even if it did find something, it would only find one letter at a time. Anyone know if it's possible to do what I'm trying to do?
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Old 08-20-2012, 11:47 AM
Charles Kenyon Charles Kenyon is offline Trying to find and copy all headings at the same time Windows Vista Trying to find and copy all headings at the same time Office 2010 32bit
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It is very easy to do if your headings are formatted using heading styles. If you are not, I would urge you to go through and actually format your headings using heading styles. Note, the formatting of your heading styles can look the same as your body text (but all caps) if you want. See Why use Microsoft Word’s built-in heading styles?

Once you've done that, all you need to do is generate a table of contents without page numbers and you've got your headings list.

By the way, ALL CAPS are hard to read. I would recommend Small Caps with a larger font size instead.

The original formatting may not have been using an ALL CAPS font setting but simply by holding down the shift key. When you have a heading selected you can use the Shift-F3 key combination to change the capitalization to something a bit more normalized if you want.
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Old 08-20-2012, 02:08 PM
WaltR WaltR is offline Windows Vista Office 2007
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Thanks for the reply. Unfortunately the headings aren't formatted with any style. I read the links you posted but didn't find anything about how to autoformat headings in a document that's already created. It sounds like I'd have to manually go through each one. If I'm wrong please tell me and if possible explain how to do it in as simple a way as possible. I experimented a few times with my document but didn't have any luck. Thanks.
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Old 08-20-2012, 07:49 PM
Charles Kenyon Charles Kenyon is offline Trying to find and copy all headings at the same time Windows Vista Trying to find and copy all headings at the same time Office 2010 32bit
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Quote:
Originally Posted by WaltR View Post
Thanks for the reply. Unfortunately the headings aren't formatted with any style. I read the links you posted but didn't find anything about how to autoformat headings in a document that's already created. It sounds like I'd have to manually go through each one. If I'm wrong please tell me and if possible explain how to do it in as simple a way as possible. I experimented a few times with my document but didn't have any luck. Thanks.
Anyway I can think of would involve programming and probably take me longer to write and debug than it would take you to manually add the styles. As a step in adding the style, you could set a keyboard shortcut so you would just click in a heading and trigger the shortcut.

I'm sorry, but formatting using Styles is central to how Word works and any attempt to skip that and reproduce that functionality is an exercise in frustration.

For you to program it, you need to find what it is that makes one of your headings distinct, to a computer, and then get the computer to mark those in a given style. (If you can do this, you can also just program compilation of a list directly, but doing either would be a lot of work for me.)

Someone familiar with the use of Wild Cards might be able to do a "replace" that you could run that would add the heading style for you. Find and Replace Using Wildcards

Here are some ideas. Try this only in a copy of your document!
Try searching using wildcards [A-Z][A-Z]*[A-Z]^13 and replacing with \1 formatted as a Heading. I haven't tried it. If it does not work, make notes on what you did and close your document without saving. Repost in a new thread with wildcard replace as a part of your subject line.
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Old 08-21-2012, 03:59 AM
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macropod macropod is offline Trying to find and copy all headings at the same time Windows 7 64bit Trying to find and copy all headings at the same time Office 2010 32bit
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Try a wildcard Find/Replace, where:
Find = [A-Z0-9 ]@^13
Replace = ^&
and set the Replace Style to, say, "Heading 1"
You can then insert a Table of Contents into the document (References|Table of Contents) and, voila! - all your headings will appear there - with page numbers and an underlying field that, if you add/delete headings, can be updated to reflect the changes by nothing more complicated than a Print Preview.
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Old 08-21-2012, 07:25 AM
WaltR WaltR is offline Windows Vista Office 2007
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macropod you're a genius, that worked! My life just got a whole lot easier thanks to you.
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Old 08-21-2012, 02:39 PM
Charles Kenyon Charles Kenyon is offline Trying to find and copy all headings at the same time Windows Vista Trying to find and copy all headings at the same time Office 2010 32bit
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Quote:
Originally Posted by macropod View Post
Try a wildcard Find/Replace, where:
Find = [A-Z0-9 ]@^13
Replace = ^&
and set the Replace Style to, say, "Heading 1"
You can then insert a Table of Contents into the document (References|Table of Contents) and, voila! - all your headings will appear there - with page numbers and an underlying field that, if you add/delete headings, can be updated to reflect the changes by nothing more complicated than a Print Preview.
I would have thought this would pick up any paragraph that started with a capital letter. Thank you for sharing. I was definitely in over my head.

Walt, that table of contents can be set up to order, including having no page numbers if that is what you want. How to create a table of contents in Microsoft Word
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Old 08-21-2012, 03:12 PM
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macropod macropod is offline Trying to find and copy all headings at the same time Windows 7 64bit Trying to find and copy all headings at the same time Office 2010 32bit
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Hi Charles,

The Find expression picks up only paragraphs that consist of capitals, numbers and spaces.
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