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Old 10-24-2013, 12:34 PM
othromas othromas is offline Heading styles with text formatting Mac OS X Heading styles with text formatting Office for Mac 2011
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Default Heading styles with text formatting

I've read Shauna Kelly's excellent article on multilevel heading list formatting, which saved me a ton of time on a recent technical report. However, I'm looking to expand my understanding of heading list formats.

Basically, all I want to do is to have the following format occur automatically:



1.0 SECTION

1.1 Paragraph. Lorem ipsum...

1.2 Much Longer Sentence. Lorem ipsum^2...

2.0 SECTION

I thought there was a way to do this based on some oblique references in old forum posts regarding nested formats for Word 2003 using a paragraph and text formatting style up to a certain point (like a period/full stop), but can't figure out how to do it in practice.

P.S. My home computer is a Mac; I also use Word 2010 for PC at work, and bounce between the two frequently.

Last edited by othromas; 10-24-2013 at 12:36 PM. Reason: update
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Old 10-24-2013, 10:54 PM
eNGiNe eNGiNe is offline Heading styles with text formatting Windows 7 32bit Heading styles with text formatting Office 2010 64bit
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Could this be it? I remembered the term style separator, and was amused to hit a posting from myself when I searched <g>

Quote:
Sounds like you need to use a style separator. Here's an overview I found somewhere on the 'Net:
  1. Start a paragraph and apply a style
  2. Type some text.
  3. Press Ctrl+Alt+Enter to insert a style separator and assign a different style to the text after the separator.
… one of the best things I've learnt about from this forum!
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Old 10-26-2013, 11:02 AM
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A style separator should do the trick, as suggested by eNGiNe. I don't know if style separators are supported in MacWord, although they probably are. The keyboard shortcut may be different on a Mac, of course.
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Old 10-31-2013, 11:23 AM
othromas othromas is offline Heading styles with text formatting Mac OS X Heading styles with text formatting Office for Mac 2011
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I played around with this briefly but it isn't working as I expected. Looks like there's more nuance to it than I initially thought (i.e., the style is applied in the following paragraph, which isn't a paragraph - little confusing). A little more guidance would be helpful.

Also, this technique doesn't appear to be something automatic. I'd prefer to avoid the necessity of going through every line formatted with a specific style and make that section of the style bold up to the period. Am I misunderstanding the technique involved here or what?
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Old 10-31-2013, 03:46 PM
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What isn't working as you expected? Paragraph formatting, such as line spacing and spacing before/after will be shared by both paragraphs (if that's what you're asking).

Style separators must be added manually, yes. I suspect documents would be impossible to edit if separators could be added automatically...

You'll find working with separators easier if you display nonprinting marks, for example by clicking the ¶ button on the ribbon (I'm assuming that MacWord has the ribbon interface, but I don't know if that is true). Style separators look like paragraph marks (¶) surrounded by a dotted line.
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Old 11-05-2013, 07:04 PM
othromas othromas is offline Heading styles with text formatting Mac OS X Heading styles with text formatting Office for Mac 2011
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Quote:
Originally Posted by Stefan Blom View Post
What isn't working as you expected? Paragraph formatting, such as line spacing and spacing before/after will be shared by both paragraphs (if that's what you're asking).

Style separators must be added manually, yes. I suspect documents would be impossible to edit if separators could be added automatically...

You'll find working with separators easier if you display nonprinting marks, for example by clicking the ¶ button on the ribbon (I'm assuming that MacWord has the ribbon interface, but I don't know if that is true). Style separators look like paragraph marks (¶) surrounded by a dotted line.
I only played with the style separator briefly but it appeared to invert my intention (make the second sentence bold and first sentence regular) any time I selected text close to the end of the first sentence. I didn't have the nonprinting marks displayed so it's possible I broke something with the style separator. I'm concerned that the style separator is going to be too fragile for the kind of beating this file is going to get from my colleagues.

Ideally I'd like someone to look at the file I'm trying to format so you can get an idea what I'm trying to do and so I don't have to drop everything when some fiddly formatting issue breaks. I've been having other, unrelated issues recently (inappropriate page breaks if paragraphs get too long, unexpected formatting changes when new text is added to a previously formatted filler paragraph, etc.).
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Old 11-06-2013, 03:10 AM
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My previous replies assumed that you want the bold part of the paragraph to be treated as a heading (for table of contents purposes) and the rest as "normal" body text. In that case, a style separator will be useful.

On the other hand, if we are talking about formatting, only, then using a character style or just the Ctrl+B built-in shortcut for bold will be a lot quicker.

Note that you can attach an example document here. You may have to click the Go Advanced button to see that option.
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Old 11-08-2013, 02:25 PM
othromas othromas is offline Heading styles with text formatting Mac OS X Heading styles with text formatting Office for Mac 2011
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Stefan, I agree with you completely regarding the TOCs; my entire document got sucked into the TOC and so I need to make sure I'm separating the two. However, I'm having several issues now as outlined below. I did come up with a nuance that I found a way to fix as well.

1. Making the multilevel list style numbering work along with the style separator is a little frustrating. My formatting is as follows:
----- Formatting excerpt ------

1.0 Top Heading Style.

1.1 Second Heading Style Topic 1. [style separator] Paragraph style text

1.2 Second Heading Style Topic 2. [style separator] Paragraph style text.

----- Formatting excerpt ------

Since the style separator is applied at the end of whatever paragraph it's added to, I have to add another line (enter), make that line a level below the lines I'm creating with tab, return the cursor to the previous line, and then apply the style separator to bring the two parts back together. If you hit enter and keep it at the same paragraph level, you will end up with 1.1 followed by 1.3; somehow the style separator formatting skips the 1.2. After this I apply a separate paragraph style to the section following the style separator. Wish there was a way to automate this process.

2. Multilevel list linked styles breaking. I set up the multilevel list using Shauna Kelly's instructions with linked headings for each level. However, whenever I go back into the multilevel list dialog to fix something, each number level has nothing in the "Link Level to Style" dropdown option, which makes me doubt how well the numbering is working.

3. If I have to make a change to a lower level multilevel list later in the document, the defaults (undesired) continue to operate despite the multilevel list dialog box making it appear that that they have been reset correctly.

4. I adjusted the first two headings of the document, and they've been kicked out of the TOC and will not return to it, regardless of whether or not I refresh that element. I modified the underlying characteristics of the heading styles for the first two headings, but that it. Thoughts?

5. Anyone have a good reference on switches I could go through? I have a few examples, but none that really explain much. I know (roughly) how to make a cross reference go to lowercase if necessary, but understanding more on what they can and can't do would be useful.

6. The document I received has some kind of content elements that can be used to enter an author's name, etc. However, they're hard to manipulate - I can't enter carriage returns inside them, and don't know how to reference them if I want to call them again. Got very little information via Google.

Thank you all for your help - it's much appreciated.
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Old 11-10-2013, 04:25 PM
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1. When adding style separators, always work with nonprinting marks displayed (you can click the ¶ button on the Home tab).

2. When editing the numbered list, always place the insertion point inside the first level 1 item of your list. For heading numbering, this means the first Heading 1 paragraph of the document. Does MacWord have the ribbon? In that case, you should then display the multilevel list dialog box via Home tab | Multilevel List | Define New Multilevel List. The command is misleading, but it works as long as you have clicked in the correct paragraph as mentioned above.

3. Try resetting formatting in the affected paragraph. In WinWord you would do that by selecting the paragraph and pressing Ctrl+Q.

4. How did you adjust the headings, specifically?

5. A description of the REF field can be found at http://office.microsoft.com/en-us/wo...139.aspx?CTT=1.

6. I think you are describing content controls.
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Old 11-13-2013, 03:10 PM
othromas othromas is offline Heading styles with text formatting Mac OS X Heading styles with text formatting Office for Mac 2011
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Closest alligator to the canoe is the Table of Contents:

Changes to the heading styles associated with the table of contents were as follows:

I linked the default heading styles to each other (Heading 1 style refers to nothing, Heading 2 style is based on Heading 1, etc.). I believe I also changed what heading style follows a given heading for a few of them (Heading 2 follows Heading 1, Heading 3 follows Heading 2, Heading 3 follows Heading 3, and so on for Headings 4 through 9). I also changed spacing (double spaced).

Stefan, thanks for your help.

UPDATE: I just noticed that when I reveal formatting that there appears to be some kind of REF code following all the headings that are appearing in the TOC, but not behind the ones that are falling out. How do I attach those REF codes to the orphan headings?

Last edited by othromas; 11-14-2013 at 06:02 AM. Reason: update
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