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  1. #1
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    Outline Numbering - Multiple lists (Word 97/2000)

    Hi there! I have to regularly create documents that have numerous heading and paragraph levels (eg layout below). This is not a problem when everything fits into a 9 level structure, unfortunately most of the time I need to have more than 9 levels. Additionally, I need to be able to cross reference paragraph/tables etc using the word/insert/cross-reference function in the document (ideally all the way into the appendix areas). I have experimented and had some success with outline numbering

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    Re: Outline Numbering - Multiple lists (Word 97/2000)

    In answer to your questions
    Can I have multiple outline lists in the document, ie one for headings and one for paragraphs.
    Yes although I would use the same outline list for the parallel series of Heading 1 = Paragraph 1, Heading 2 = Paragraph 2 etc. I would modify the numbering scheme that you illustrated because the whole point of numbering a paragraph is to make it uniquely identifiable. Your illustration has two paragraphs that are numbered 1.1, 1.1.1 etc. This is a major problem that would be avoided by having the two sets of styles (Headings and Body Text) using the same outline list. You will end up with a continuously incrementing set of numbers and NO duplicate paragraph numbers. The TOC will look odd though.

    What is the best way to incorporate the table & figure numbering so I can use cross-referencing.
    Insert Caption for the tables and figures. Usually easiest to avoid including the previous heading number. It beats me what people see in this method. It is a mile easier to just number your figures with a single simple field and then you can move them freely without impacting cross references.

    What is the best way to incorporate the sub paragraphs and subparagraphs
    The subparas should have a new outline numbering scheme independent of the outline levels. These lists can be restarted whenever you need to (or continued from previous) and can cover another 9 levels if required.

    Appendix/Annex/Attachment numbering should be another set of outline numbering with another 9 possible levels showing up in the document as
    Appendix A. Some text
    A.1 Some more text
    A.1.1 Some other text
    A.2 Etc

    It takes months of continual refinement to develop a template to do all of this. You MUST use styles tied to the outline level lists and supplement with macros to reinstate the outline level list definitions when needed. The majority of these macros are simply created by recording a trip to the outline list dialog.

    Once you have a robust template, no document construction is difficult. Base styles can be modified to cater for different font/layouts of various clients. You will discover that most file oddities will respond beautifully to a style refresh from the template and removing the local formatting.

    Without the battle hardened template, Word is indeed 'a world of hurt' but if someone has put in the hard yards in developing the template to a commercially useful level - and that doesn't include any template I have seen from Microsoft - then it is simple, quick and extraordinarily powerful.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

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    Re: Outline Numbering - Multiple lists (Word 97/2000)

    <img src=/S/hello.gif border=0 alt=hello width=25 height=29> Andrew,

    Top advice - Thanks.

    Re Outline Levels.
    Always intended, and have created, Headings and Body Text Styles. I still dont understand how to setup the Heading - Body Text with greater than 9 levels if they need to be in the same outline list. If you have any advice, it would be appreciated. Doubling up numbering - yes painful and requires management (and also consumes levels in the outline list). I did find that everytime a changed an item in the outline list (remove a style or similar) all the Body text para's changed ie hanging indents and the dreaded 1.27 cm tab inserted---is this a word glitch or my setup problem?

    Tables and Figures.
    Captions work a treat. Unfortunately, the document reviewers have their 'standards'. My current work allows normal captions. I will work on the Section (ie Appendix/Annex) captions prefixes (with cross referencing) when I have a bit more time---probably end up bouncing it off the Lounge.

    Subpara's and Annexes worked a treat!

    Yes styles do work a treat -will work on ways to refresh styles and remove unwanted styles when I have time.

    The Lounge - Great Help for not so 'user friendly' <img src=/S/devil.gif border=0 alt=devil width=15 height=15> programs.

    Thanks again,

    Claude <img src=/S/hairout.gif border=0 alt=hairout width=31 height=23> 'not much hair left'

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    Re: Outline Numbering - Multiple lists (Word 97/2000)

    Claude

    You will have even less hair if you want to go beyond 9 levels. Are your documents really that complex? I used to fret that I didn't have the knowledge to push beyond 9 but nowdays I'm more relaxed because I still haven't seen a document that really needed it. Those that appear to require it get restructured to end up around six levels or get put into different files. I can't believe anyone can keep track of numbering past about four levels anyway.
    Doubling up the numbering doesn't consume levels of the outline list as both the Heading and BodyText share a level.

    You have to set it up once and never revisit the outline list dialog. The extra tab is known around here as the "Jason Tab" and only appears if you are visiting the list dialog and do not indent the paragraph indents. Continually fiddling in the Outline lists is to be avoided as these sorts of Word Glitches don't help the situation.

    Appendix/Annex captions just need another field to make them look like
    Figure {Styleref "Annex 1" n}.{Seq Figure * ARABIC}
    Figure {Styleref "Annex 1" n}.{Seq Figure * ARABIC}
    Figure {Styleref "Annex 1" n}.{Seq Figure r 1 * ARABIC }

    or
    Figure {Seq FigureAnnex * Alphabetic}.{Seq Figure r 1 * ARABIC}
    Figure {Seq FigureAnnex * Alphabetic c}.{Seq Figure * ARABIC}
    Figure {Seq FigureAnnex * Alphabetic }.{Seq Figure r 1 * ARABIC}

    The switches do all the hard stuff. Learn what each one does.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

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