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  1. #1
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    Building a template (2003/WinXP)

    I need to build a template, and I'd like to run some ideas by the members of the forum. I'll be grateful for any advice you might have for setting up the styles and numbering scheme. Here's a rough idea of how the document will look:

    <center>Chapter 3</center>
    <center>Strategic Responsiveness
    </center>
    An appropriate quotation from some luminary(in italics)
    Attribution (usually 2 lines, aligned right)


    3-1. Numbered paragraph. (Every regular paragraph in this document is numbered. It's a military publication, OK? The numbered paragraphs will NOT appear in the Table of Contents, so I suppose I don't necessarily need to use one of the built-in Heading styles for numbered paragraphs...right?)

    MAIN HEADING (14 pt Univers bold, CAPS) (Main headings are NOT numbered, but they do appear in the TOC. That means I do need to use a built-in Heading style, with <none> as the numbering type...right?)
    3-2. Another numbered paragraph.
    3-3. Another numbered paragraph.
    Sub heading (12 pt Univers bold, CAPS) (Sub headings are NOT numbered and do not appear in the TOC. So I don't necessarily need to use a built-in heading style, right?)
    3-4. Another numbered paragraph.

    So what am I asking? Well, I'm just a little confused about how to set up the Outline Numbering. If this were your project, how would you proceed? I'm thinking, the numbered chapters use Heading 1; Main Headings are Heading 2. But then what do I do about the numbered paragraphs? They don't appear in the TOC, but do need to pick up their chapter numbers from Heading 1. How do I make this work?

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    Re: Building a template (2003/WinXP)

    Hi Lucas:
    I like to use built-in headings wherever possible. It is rarely productive to have more than 4 outline levels (I know lawyers & military often do) because it's difficult to follow. Therefore, you could use one set of heading levels for numbers & one set without. It's helpful to have the ones that will be in the TOC next to each other, rather than skipping heading levels. In general:

    1. Format the heading styles in the proper font, alignment, etc. At this point, ignore numbering & indentation.
    2. Put the cursor in the Heading 1 style & open the Bullets & Numbering dialog box. Apply all your numbering & indentation without closing the dialog box. See <post#=76976>post 76976</post#> by Gary Frieder.
    3. Create your TOC. The syntax for custom TOC levels is:

    { TOC o "StartNumber-EndNumber" t "StyleName,level,NextStyleName,level" }

    where o "StartNumber-EndNumber" specifies the range of the standard heading style to be used; i.e. if NO special style or level is specified, it will create a TOC from whatever range is specified. Heading 1 can only be a level 1, Heading 2 at level 2, etc. e.g. "2-3" will create a TOC from Headings 2 & 3 only, at their respective levels.

    t This switch allows you to specify which styles you wish to use in the TOC. It allows you to select nonstandard styles AND allows you to select standard styles (Heading 1 thru 9), but specify a custom TOC level (indentation).

    For example, {TOC o "3-3"} will create a TOC of Heading 3 style only, & indent it in the TOC to level 3. However, if you wanted Heading 3 to be at level one, the syntax is: {TOC o "3-3" t "Heading 3,1"}

    See the attached document.

    P.S. Press Alt+F9 to view the field codes of the TOC & make sure that you show paragraph marks, line breaks, etc.
    Cheers,
    Attached Files Attached Files

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    Re: Building a template (2003/WinXP)

    Hi, Phil, and thanks for the reply! I'm not at work, and I don't have Word on this computer. I'll have to wait till I get to my desk to apply your advice, but I do have one more question I can ask tonight.

    Re: the numbered paragraphs: Word2003 seems to insist on using a hanging indent. That is, the paragraph looks kinda like this:

    <font face="Georgia">2-3. Now is the time for all good men to come to the aid of their country. Now is the time for all good men to come to the aid
    Now is the time for all good men to come to the aid of their country. Now is the time for all good men to come to the aid of
    Now is the time for all good men to come to the aid of their country.
    </font face=georgia>

    The second and subsequent lines are aligned with the beginning of the text on the first line

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    Re: Building a template (2003/WinXP)

    I've got another question already, and it has to do with that stuff about "...syntax for custom TOC levels." As soon as you start talking about syntax, I'm lost. Sounds like we're wading into VBA, right? I've use the VBE in Access for years (usually with adult supervision

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    Re: Building a template (2003/WinXP)

    Hi Lucas:
    I only have Word 2000, but you set all formats in your style first. Then you apply numbering using Gary Frieder's advice. While you're in the Bullets & Numbering dialog box & choose Customize..., & apply your indents. Remember, NEVER make any modifications without having the cursor in a Heading 1 paragraph, even if you're modifying Heading 2 or 3.

    This attachment is from Word 2000, but 2003 probably has an extra adjustment.
    Attached Images Attached Images

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    Re: Building a template (2003/WinXP)

    Syntax is simply the rules for creating the TOC. In this context, it has nothing to do with VBA. It is the syntax for the field codes. You start by pressing Ctrl+F9 to insert the field braces <font color=red>{ }</font color=red> & then type the codes inside.

    In the previous document that I attached, if you open it & select the TOC & press Shift+F9, you'll see the field codes for the TOC that you wanted. Then press Shift+F9 to see the result.

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    Re: Building a template (2003/WinXP)

    Phil: This is wonderful stuff! Thanks a million!

    Of course, I have another question. The style guide for this document specifies that the chapter number appear in ALL CAPS (thus: "CHAPTER 3"). However, the chapter title must appear in title case ("Strategic Responsiveness"). I noticed in your attachment that to get the chapter title to appear with the chapter number in the TOC, you simply used two hard carriage returns. That's a beautiful concept, and in my TOC the chapter title does appear in title case. However, in the document itself, the title follows the style for Heading 1, CAPS. How can I get my chapter title to appear in caps and lower case? Thanks!

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    Re: Building a template (2003/WinXP)

    <hr>I noticed in your attachment that to get the chapter title to appear with the chapter number in the TOC, you simply used two hard carriage returns.<hr>
    No, I used two manual line breaks (Shift+Enter). Otherwise, pressing enter will increase the chapter number, because it will be a new heading.

    To have CHAPTER 1 appear in caps, but Strategic Consequences in title case, do the following:
    1. Modify the Heading 1 style to be NOT in caps.
    2. Select only the paragraph mark following a Heading 1 style (i.e. the paragraph mark after the word "consequences").
    3. Right click & choose Bullets & Numbering.../Customize.../ & make sure level one is selected.
    4. Click Font & check the box saying "All Caps". OK you're way out.

    See attached.
    Hope this helps,
    Attached Files Attached Files

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    Re: Building a template (2003/WinXP)

    Thank you, Phil! Now, another problem: I'm having trouble keeping my paragraph indentations stable. I've built and re-built my template, gotten frustrated, and started all over from scratch, all because the indents don't stay put. Here's what happened just a few moments ago.

    I built the template, and I think I was following your advice (at least insofar as I understood it). To wit: I started with a new blank document (via File>New, then Create a new template via the dialog box). I created several blank lines (all "Normal" style), then changed the first line to Heading 1, the second line to Heading 2, and so on thru Heading 6. (Headings 5 and 6 are just bullet and "sub-bullet.")Then I set each style's font and indentation and, as you advised, I ignored the numbering stuff for now.

    Once I had the fonts and indentations set, I went back to Heading 1 and went through the Format>Styles & Formatting... and proceeded to modify Bullets and Numbering. I went down through Headings 1 to 6 and set up the numbering scheme. I OK'd my way out, and to my dismay found that all my paragraph indentations had reset to flush left!

    I've encountered this behavior several other times today. If I make a change to, say, Heading 5 in the template, my indentations get reset too. What am I overlooking?

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    Re: Building a template (2003/WinXP)

    You need to set indentations from the Numbering dialog box at the same time as you set all the other numbering attributes.

    Symptoms like the one you describe are typically caused by lack of space for the numbering within the selected values (showin in a red rectangle in this graphic).
    Go through this dialog box selecting each level in turn and setting the Aligned At, Tab space after and Indent at values for all levels in a single trip to the box.

    StuartR
    Attached Images Attached Images
    • File Type: gif x.GIF (13.5 KB, 0 views)

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    Re: Building a template (2003/WinXP)

    Stuart's post should resolve your problem. That's what I was trying to say in <post#=407523>post 407523</post#>. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

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    Re: Building a template (2003/WinXP)

    Thanks, Phil and Stuart! I'm my own worst enemy sometimes, and I fail to pay close attention to everything my Forum friends try to tell me! Sorry for misunderstanding! I'm very grateful for your help and patience!

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