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  1. #1
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    How best to tidy up a document? (2002/SP3)

    I have to tidy up a long document which was written mostly by explicit formatting, without styles. Even the main text is based on the default Times New Roman 10pt, with 12 pt manually applied everywhere. I want to use only styles, or as much as possible.

    Now, I want to avoid losing the directly applied formatting like bold, italic, small caps, etc.

    How should I proceed? Is there somewhere a good description for this? Maybe defining all the needed styles in an empty document, then copying the existing document into it?

    TIA

    Alex

  2. #2
    Bronze Lounger IanWilson's Avatar
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    Re: How best to tidy up a document? (2002/SP3)

    You probably need to think through first what the styles are that you want, and perhaps write down a list. If, say, you have some headings in 12 point bold italic Times New Roman, and you'd like to preserve that but using styles, you could define say Heading 3 to be bold italic 12 pt Times New Roman, and so on. Then you can do a search and replace. In the 'Find what' box don't enter anything, but click on the 'more' button. Then select all those attributes (bold, italic, etc.) Move on to the 'Replace with' box and again don't enter anything but use the format button to select the Style Heading 3. 'Replace all' should then change any text with the exact attributes you have selected to Heading 3 as you defined it. You'd have to define each style you wanted in a similar way, including Normal to be 12 point TNR, or whatever you want it to be.

    Does that help at all?

    Ian

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    Re: How best to tidy up a document? (2002/SP3)

    Yes, it does help very much, Ian

    In fact, I have already solved the problem with the headings - along the lines you are suggesting; what I am worried about are the 4-500 paragraphs with normal text, and the footnotes (about 1000 !!!).

    Also, I am thinking about spacing: between headers of various levels and normal text, between text paragraphs, spacing *before* headers, and all that, the idea being to avoid using emply lines to this purpose and having a uniform and easily changeable formating.

    TIA

    Alex

  4. #4
    Bronze Lounger IanWilson's Avatar
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    Re: How best to tidy up a document? (2002/SP3)

    So if you have a paragraph (or 4-500 paragraphs) of normal text that are say 12 point TNR, manually applied, you define your Normal Style (or perhaps even better you could define a 'Body Text' style) to be those attributes, and find/replace as before. If you want to end up with a line between paragraphs, define this style to have say 12 pts after. Once you have done your replace you'll end up (temporarily) with even bigger spaces in between because of the extra carriage returns that were used to get space manually, but you can sort that too. In the find and replace box, ^p means a paragraph mark. So you can replace ^p^p with ^p and then every time you have two paragraph marks in a row, you get one of them removed when you do replace all. The undo button is a great feature here - if any of this doesn't achieve what you want, you can undo it.

    Footnotes - now are they done with the Word Footnote feature, or has someone just typed something in at the bottom of the page?

    Ian

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    Re: How best to tidy up a document? (2002/SP3)

    I tested your suggestion: I defined the style "Body text" with Times 12pt, etc. Now, when I apply it to existing paragraphs, the embedded bold, italic, small caps formatting disappear. How can I avoid this?

    Footnotes are formatted with the footnote feature, fortunately !

    Thanks again, Ian

    Alex

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    Super Moderator jscher2000's Avatar
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    Re: How best to tidy up a document? (2002/SP3)

    One thing you could do, although obviously it temporarily makes a mess of things, is to insert markers for the bold and italic parts and then later switch those parts back. For example, I use the attached macros to go in one direction, marking bold and italic portions with HTML tags. I haven't written the code to back in the other direction, though, so you'd either need to write that, get someone to write it, or...

    Another possibility is to use character styles. I believe they will survive assigning a different paragraph style to the paragraph (but you should test!). For example, if you have italic text that is not bold, you could find and replace it with the Emphasis character style. Similarly for bold and the Strong character style. But if both have been applied, then I think you would need to apply a new character style, because as far as I know, there can only be at a time for any given character.

    Hope this helps!
    Attached Files Attached Files

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    Re: How best to tidy up a document? (2002/SP3)

    Another way to avoid loosing the manual character formatting: Use Find/Replace to apply the new style.
    <img src=/w3timages/censored.gif alt=censored border=0>Sorry, ignore: Ian has already described how to do it
    <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16> Klaus

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