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  1. #1
    Star Lounger
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    Lose outline format when pasting to new doc (Word 2003)

    Greetings,

    I use relatively large (200 pages or so) Word docs for dissertation notes. Each doc has many sections, each section with separate outlines of notes from particular books or articles. Just recently it seems that every time I copy a section (which has a discrete outline of notes, with a style of I. A.1.a) from one doc to another, I lose the outline numbering. The outline syles -- outline 1, outline 2, etc. -- are still there, but the actual numbers are gone. I have to manually reapply the style to each line, which is of course annoying and time-consuming in a large file. Any suggestions about the cause, and especially about a solution, would be most welcome!!!

    Cheers <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>
    Erik

  2. #2
    Super Moderator jscher2000's Avatar
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    Re: Lose outline format when pasting to new doc (W

    When you paste paragraphs of a particular style, say MyNormal, from document1 to document2, Word will try to adapt the text to the new style. So if MyNormal is 12point Arial in document1, and 10pt Times New Roman in document2, you should expect to see the font change. On the other hand, if there is direct formatting in the copied text, such as an italicized word here or there, it typically will not be affected (there can be exceptions where that formatting is used in the style definition in document2).

    Numbering is a little more complicated, because the style definition can contain numbering, or the text might have been numbered with a list template in document1. To pre-populate document2 with the style definitions from document1, use the Organizer to copy them over; the rule of thumb is to copy 3 times so that all references between styles (i.e., style "based on") will be correctly resolved. If this does not fix the loss of numbering when pasting, then you may be applying numbering directly, which I've read is a sure way to get bad results. <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

    If none of that works, hmmm, are you pasting with a special option (e.g., plain text/unformatted)?

    Last workaround would be to automate the re-applying of styles.

  3. #3
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    Re: Lose outline format when pasting to new doc (W

    Thanks very much for your reply. It makes sense that Word would try to adapt one doc's style to the new doc's style. But each of my docs originated from the same template, and are still set to be Arial 10pt with outline numbering. I thought that would keep things the same in all five major files. But I guess there is always some discrapancy, esp. in regard to those dozens of "Style+CharacterFormatting" styles that get stored with each document.

    I'm not sure I follow all the options you note in para 2. I'm definitely not pasting with special options. What does it mean to apply numbering directly? I'm pretty sure I'm not doing that; as far as I know, all my relevant styles contain numbering. (When I look at the panel of "available styles," I see my styles listed there with their outline numbering: I.A.1.a., etc.) Maybe I'll try to copy styles from one doc to another, but since both docs are large, I'm worried that one will be messed up in the process and I won't be able to tell. Is that a misplaced fear?

    Again, thanks for your help!
    Erik <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>

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    Super Moderator jscher2000's Avatar
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    Re: Lose outline format when pasting to new doc (W

    Sounds as though you are doing things right. There is a reason I try never to use automated numbering. <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

    > What does it mean to apply numbering directly?

    For example, selecting some text and clicking the numbering icon on the toolbar. The numbering is independent of the underlying style, but dependent on the document's list templates.

  5. #5
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    Re: Lose outline format when pasting to new doc (W

    Ah, I see. No, I don't number anything directly. That does sound a bit dangerous.

    Well, unless someone else has a solution, I'll try to harmonize styles across the documents and see where that takes me.

    Thanks for the help!

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