Continuous numbering throughout document (headings and paragraphs)

[jesukrist]

Hi all,

I am working on a document template that should support continuous
outline numbering for headings as well as for paragraphs.

I have previously created a numbered heading list in which the
different levels has been linked to styles. These levels has also been
linked to keyboard shortcuts (ctrl+1 and so on). Until recently it was
made like this:

1. Heading Level 1 (bold) [ctrl+1]
1.1. Heading Level 2 (underlined) [ctrl+2]
1.1.1. Heading Level 3 (italic) [ctrl+3]

BUT. Now it seems like I will have to make this numbered list
accessible to a simple paragraph style as well. This style should be
available at all levels except for the first level (which always should
be a heading with a fixed formatting and nothing else). For instance:

------------
1. This is my heading (#1, bold)
1.1 Perhaps an introduction to something (plain text)

2. A new heading (#1, bold)
Plain text with indent (no numbering)
2.1 Sub-heading (#2, underlined)
2.1.1 New paragraph text and so on...
------------

I have tried with creating a new simple style which only attributes are
"not bold, not italic, not underlined" and "based on Numbered
headings". This is good. But when pressing TAB to move to the next
outlined level, the paragraph gets the style from "Level 2". This is
not good.

Any help on this matter would be _highly_ appreciated.

 

[Shauna Kelly]

Hi

Are you saying that *sometimes* you want to use the second-level numbering
(ie 1.1) to be an underlined heading and *sometimes* you want it to be not
underlined? And, that *sometimes* you want to use the third-level numbering
(ie 1.1.1) to be an italic heading and *sometimes* you want it to be not
italic.

If that's what's required, then Word can't do it, because Word expects
numbering schemes to be entirely consistent and logical.

There is, however, a workaround. It shouldn't work, and it relies on a flaw
in the Word object model. I suspect that one day Microsoft will wake up and
fix it, so don't count on this working forever. But on the other hand, I've
also seen official Microsoft material recommend this way. However, be
warned!

Go to a Heading 2 paragraph. Format > Styles and Formatting. Heading 2 is
selected in the task pane, right? Click New Style at the top of the task
pane and give it a name. Format the style to suit your needs (ie not
underlined).

Repeat for Heading 3.

You will now be able to interchange the built-in heading styles and your new
styles and the numbering will be consistent.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

 

[Keith]

Shauna,

How about applying a character style instead of an alternative form of
a numbered heading style? While I haven't implemented it yet, *this*
was the route I was going to take...

1) Apply "Heading 2" to paragraph (to make it numbered and bold).
2) Apply "Heading 2 Timid" character style to paragraph to remove
bold.

Which solution is "best"?

Thanks,
Keith


On Sun, 17 Apr 2005 23:31:16 +1000, "Shauna Kelly"

Hi

Are you saying that *sometimes* you want to use the second-level
numbering
(ie 1.1) to be an underlined heading and *sometimes* you want it to be
not
underlined? And, that *sometimes* you want to use the third-level
numbering
(ie 1.1.1) to be an italic heading and *sometimes* you want it to be
not
italic.

If that's what's required, then Word can't do it, because Word expects
numbering schemes to be entirely consistent and logical.

There is, however, a workaround. It shouldn't work, and it relies on a
flaw
in the Word object model. I suspect that one day Microsoft will wake
up and
fix it, so don't count on this working forever. But on the other hand,
I've
also seen official Microsoft material recommend this way. However, be
warned!

Go to a Heading 2 paragraph. Format > Styles and Formatting. Heading 2
is
selected in the task pane, right? Click New Style at the top of the
task
pane and give it a name. Format the style to suit your needs (ie not
underlined).

Repeat for Heading 3.

You will now be able to interchange the built-in heading styles and
your new
styles and the numbering will be consistent.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

Hi all,

I am working on a document template that should support continuous
outline numbering for headings as well as for paragraphs.

I have previously created a numbered heading list in which the
different levels has been linked to styles. These levels has also been
linked to keyboard shortcuts (ctrl+1 and so on). Until recently it was
made like this:

1. Heading Level 1 (bold) [ctrl+1]
1.1. Heading Level 2 (underlined) [ctrl+2]
1.1.1. Heading Level 3 (italic) [ctrl+3]

BUT. Now it seems like I will have to make this numbered list
accessible to a simple paragraph style as well. This style should be
available at all levels except for the first level (which always should
be a heading with a fixed formatting and nothing else). For instance:

------------
1. This is my heading (#1, bold)
1.1 Perhaps an introduction to something (plain text)

2. A new heading (#1, bold)
Plain text with indent (no numbering)
2.1 Sub-heading (#2, underlined)
2.1.1 New paragraph text and so on...
------------

I have tried with creating a new simple style which only attributes are
"not bold, not italic, not underlined" and "based on Numbered
headings". This is good. But when pressing TAB to move to the next
outlined level, the paragraph gets the style from "Level 2". This is
not good.

Any help on this matter would be _highly_ appreciated.

 

[Shauna Kelly]

Hi Keith

Using a character style would probably work. But most cases I've seen like
this have more than character differences between the numbered heading and
the similarly-numbered "body" text. For example, Heading 2 paragraphs might
need more space before or after the paragraph than "Heading 2 Timid". And
changing paragraph spacing is at the paragraph level, and not accessible
through a character styles. But if the only differences are charcter-level,
then a character style might work well.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

Shauna,

How about applying a character style instead of an alternative form of
a numbered heading style? While I haven't implemented it yet, *this*
was the route I was going to take...

1) Apply "Heading 2" to paragraph (to make it numbered and bold).
2) Apply "Heading 2 Timid" character style to paragraph to remove
bold.

Which solution is "best"?

Thanks,
Keith


On Sun, 17 Apr 2005 23:31:16 +1000, "Shauna Kelly"

Hi

Are you saying that *sometimes* you want to use the second-level
numbering
(ie 1.1) to be an underlined heading and *sometimes* you want it to be
not
underlined? And, that *sometimes* you want to use the third-level
numbering
(ie 1.1.1) to be an italic heading and *sometimes* you want it to be
not
italic.

If that's what's required, then Word can't do it, because Word expects
numbering schemes to be entirely consistent and logical.

There is, however, a workaround. It shouldn't work, and it relies on a
flaw
in the Word object model. I suspect that one day Microsoft will wake
up and
fix it, so don't count on this working forever. But on the other hand,
I've
also seen official Microsoft material recommend this way. However, be
warned!

Go to a Heading 2 paragraph. Format > Styles and Formatting. Heading 2
is
selected in the task pane, right? Click New Style at the top of the
task
pane and give it a name. Format the style to suit your needs (ie not
underlined).

Repeat for Heading 3.

You will now be able to interchange the built-in heading styles and
your new
styles and the numbering will be consistent.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

Hi all,

I am working on a document template that should support continuous
outline numbering for headings as well as for paragraphs.

I have previously created a numbered heading list in which the
different levels has been linked to styles. These levels has also been
linked to keyboard shortcuts (ctrl+1 and so on). Until recently it was
made like this:

1. Heading Level 1 (bold) [ctrl+1]
1.1. Heading Level 2 (underlined) [ctrl+2]
1.1.1. Heading Level 3 (italic) [ctrl+3]

BUT. Now it seems like I will have to make this numbered list
accessible to a simple paragraph style as well. This style should be
available at all levels except for the first level (which always should
be a heading with a fixed formatting and nothing else). For instance:

------------
1. This is my heading (#1, bold)
1.1 Perhaps an introduction to something (plain text)

2. A new heading (#1, bold)
Plain text with indent (no numbering)
2.1 Sub-heading (#2, underlined)
2.1.1 New paragraph text and so on...
------------

I have tried with creating a new simple style which only attributes are
"not bold, not italic, not underlined" and "based on Numbered
headings". This is good. But when pressing TAB to move to the next
outlined level, the paragraph gets the style from "Level 2". This is
not good.

Any help on this matter would be _highly_ appreciated.

 

[Margaret Aldis]

Hi Keith

I actually had a reply partially prepared to suggest this method, but I
thought for me there would be three major drawbacks:

* can't use follow-on styles in the usual way (you'd have to explicitly
apply your character style to the paragraph after the heading)

* can't use Keep with next on Heading 2 etc.

* everything looks like a heading in Outline view.

I thought I'd rather turn off the Tab and Backspace AutoFormat As You Type
option(the setting that makes the tab change level and pick up the linked
style). Or perhaps write a macro in place of Promote/Demote List to apply
style based on current style ???

Two other possibilities you might want to think about -

1. You could use a List Style - this is what they seem to be intended for.
The top level could still be linked to Heading 1 (since that never applies
to paragraphs) but Heading 2 and all paragraphs are set up as unnumbered
styles and the numbering applied "on top" using the List Style.
Promoting/Demoting between levels 2 and 3 then only changes the numbering,
not the style. You would probably want to set up a macro to apply each type
of Heading and each level of paragraph, which would apply both the correct
Paragraph Style and the correct level of List Style. Although I haven't used
List Styles "for real", I think they are much more stable than using direct
formatting numbering, so might be worth a serious trial here.

2. You could use a LISTNUM field. Make the numbering sequence link to styles
Heading 1, Paragraph style 1, Paragraph style 2, The Heading 2 and 3 styles
are unnumbered but you add a ListNum at the start (probably with a macro
linked to the Ctrl shortcuts). Note that this won't work reliably if you
have other numbering sequences within your paragraphs (numbered step lists,
for instance) because the LISTNUM default picks up the last sequence.

As always seems to be the way with Word - four different primrose paths to
explore, but none of them will get you all the way home :-(

--
Margaret Aldis - Microsoft Word MVP
Syntagma partnership site: http://www.syntagma.co.uk

Shauna,

How about applying a character style instead of an alternative form of
a numbered heading style? While I haven't implemented it yet, *this*
was the route I was going to take...

1) Apply "Heading 2" to paragraph (to make it numbered and bold).
2) Apply "Heading 2 Timid" character style to paragraph to remove
bold.

Which solution is "best"?

Thanks,
Keith


On Sun, 17 Apr 2005 23:31:16 +1000, "Shauna Kelly"

Hi

Are you saying that *sometimes* you want to use the second-level
numbering
(ie 1.1) to be an underlined heading and *sometimes* you want it to be
not
underlined? And, that *sometimes* you want to use the third-level
numbering
(ie 1.1.1) to be an italic heading and *sometimes* you want it to be
not
italic.

If that's what's required, then Word can't do it, because Word expects
numbering schemes to be entirely consistent and logical.

There is, however, a workaround. It shouldn't work, and it relies on a
flaw
in the Word object model. I suspect that one day Microsoft will wake
up and
fix it, so don't count on this working forever. But on the other hand,
I've
also seen official Microsoft material recommend this way. However, be
warned!

Go to a Heading 2 paragraph. Format > Styles and Formatting. Heading 2
is
selected in the task pane, right? Click New Style at the top of the
task
pane and give it a name. Format the style to suit your needs (ie not
underlined).

Repeat for Heading 3.

You will now be able to interchange the built-in heading styles and
your new
styles and the numbering will be consistent.

Hope this helps.

Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word

Hi all,

I am working on a document template that should support continuous
outline numbering for headings as well as for paragraphs.

I have previously created a numbered heading list in which the
different levels has been linked to styles. These levels has also been
linked to keyboard shortcuts (ctrl+1 and so on). Until recently it was
made like this:

1. Heading Level 1 (bold) [ctrl+1]
1.1. Heading Level 2 (underlined) [ctrl+2]
1.1.1. Heading Level 3 (italic) [ctrl+3]

BUT. Now it seems like I will have to make this numbered list
accessible to a simple paragraph style as well. This style should be
available at all levels except for the first level (which always should
be a heading with a fixed formatting and nothing else). For instance:

------------
1. This is my heading (#1, bold)
1.1 Perhaps an introduction to something (plain text)

2. A new heading (#1, bold)
Plain text with indent (no numbering)
2.1 Sub-heading (#2, underlined)
2.1.1 New paragraph text and so on...
------------

I have tried with creating a new simple style which only attributes are
"not bold, not italic, not underlined" and "based on Numbered
headings". This is good. But when pressing TAB to move to the next
outlined level, the paragraph gets the style from "Level 2". This is
not good.

Any help on this matter would be _highly_ appreciated.

 

[jesukrist]

Thank all of you for helping me out with this matter. I have so far
only tried Shauna's technique and it seems like it is working as I
wanted it to. I cannot tell you how much I appreciate your help since
the previous months working with Word seems like a wandering in a deep
fog. It seems impossible to have full cotrol over word, or at least it
seems hard to know its limitations since these can be found on all
levels.

Once again; thank you.