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  1. #1
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    Numbering & Styles (Word 2000)

    I have a long document which does not have any set style. Even the numbering is haphazard, sometimes automatic and manual numbering at others. I would like to tidy up the document so that in the end I should be able to insert a TOC and get the cross referencing correct. I guess I have to first remove the present style and apply new heading styles along with automatic numbering at different levels. I require help in this matter. Also how can i Change the format of each heading style and maintain same for future use.
    rgds
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    Re: Numbering & Styles (Word 2000)

    In my experience, it is mostly a manual excercise. If the document is really messed up, I'd make a copy, and remove all formatting (apply Normal style throughout, select everything and press Ctrl+Q to remove additional paragraph formatting, and Ctrl+spacebar to remove additional character formatting), and all manual numbering. Then start defining/modifying the styles you need, and apply them.
    When you're satisfied, create a copy of the tidied-up document, remove all text, and save is as a template (.dot). You can then use this template for future documents.

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    Re: Numbering & Styles (Word 2000)

    Hans,
    Thanks for the tip. Does this mean that all the manual numbering will have to be deleted manually. Further, while applying a Heading style how can I define same. e.g I am using Verdana font. The Heading 1 style should use verdana font, bold, underline and size 12; Heading 2 style should use verdana font, bold, and size 11 etc.

    Rgds
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    Re: Numbering & Styles (Word 2000)

    It might be possible to use Edit | Replace to remove manual numbering. For example, if the numbering consists of a number followed by a period and a space, click More in the Replace dialog, turn on "Use wildcards", and enter the following in the Find what box without the surrounding quotes:
    <code>
    "[0-9]{1;}. "
    </code>
    Leave the Replace with box empty. Either use Find Next and Replace repeatedly, or click Replace All if you're feeling adventurous (but you might remove too much).

    The Heading 1 through Heading 9 styles already exist (and cannot be deleted), so you'll have to modify each in turn. You have to do this only once, though.

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    Re: Numbering & Styles (Word 2000)

    Hans,

    I have attached an extract of the document. The replace function as described by you doesnt work. Also pls let me know how can I setup the Heading style as per my choice. Thanks for your patience to answer such basic questions.

    Rgds
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    Re: Numbering & Styles (Word 2000)

    Hans,
    Thanks for the help on the styles definition. As regards the replacement of manual numbering I get an error stating " The Find What text contains a Pattern Match Expression which is not valid " I have turned on the option of "use wildcards"
    Rgds
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    Re: Numbering & Styles (Word 2000)

    <img src=/S/stupidme.gif border=0 alt=stupidme width=30 height=30>

    I'm using a non-US system. Use commas in the expressions instead of semi-colons. Sorry about the goof-up.

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    Re: Numbering & Styles (Word 2000)

    Edited by HansV - originally copied the expressions from my Dutch-language system, so I had semi-colons instead of commas.

    The numbering uses tabs instead of spaces.
    For the 1.1 etc., enter the following in Find what (and don't forget to turn on Use wildcards):
    <code>^9[0-9]{1,}.[0-9]{1,}^9</code>
    Then, for the 1. etc., enter the following in Find what:
    <code>[0-9]{1,}.^9</code>

    To set up a heading style:
    - Select Format | Style...
    - In the dropdown in the lower left (labeled "List"), select All styles.
    - In the Styles list box, select Heading 1.
    - Click Modify...
    - Click the Format button.
    - Select Font... from the dropdown list.
    - Specify the font and attributes you like.
    - Click OK to return to the Modify Style window.
    - You can also set paragraph attributes etc.
    - Click OK to return to the Style dialog.
    - Repeat for the other styles.
    - Finally click Close.

    See here for some screenshots of the process.

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    Re: Numbering & Styles (Word 2000)

    Hans,

    Yes now it is working perfectly. Thanks for all the help.

    Rgds
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    Re: Numbering & Styles (Word 2000)

    Hans,
    I have again run into problems. I am attaching a sample document. Heading 1 has been defined by me. Now i want level 2 outline numbering (1.1.) to be applicable to the second paragraph and level 3 outline numbering (1.1.1.) to be applicable to second paragraph. I have read various web based tips but cannot solve this problem. Pls help.
    Rgds
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    Re: Numbering & Styles (Word 2000)

    Does the attached version do what you want? I defined styles ListLevel2 and ListLevel3, and linked outline numbering level 1 to Heading 1, level 2 to ListLevel2 and level 3 to ListLevel3.
    Attached Files Attached Files

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    Re: Numbering & Styles (Word 2000)

    Hi Hans,

    Yes you are spot on. Fortunately, I was able to get this right after I sent the sample file to you. Now I have another problem. After tidying the document I have been able to insert an TOC. However, now I am hyperlinking various clauses and having problem only with hyper linking the Appendix to the document. The Appendix is at the end of the document and the heding level 1 is being used for Appendix. The clauses have been hyper linked successfully however, when the hyper link to the Appendix is activated I get the message "Cannot open the specified file" Any suggestions.

    Rgds
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    Re: Numbering & Styles (Word 2000)

    I'm not sure I understand. Is the Appendix a separate document?

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    Re: Numbering & Styles (Word 2000)

    After the present document ends I have entered a hard page break ( Control + enter) and on the new page the title Appendix "A" is written using Heading 1 style. The page is kept blank thereafter in order i can insert a table in the page at a later stage. There are four Appendix and each have been entered on a separate page using a hard break. The problem of hyper linking is applicable to all the four pages. I suspect that the hyperlink is not recognising the hard page breaks even though the TOC incorporates the Appendix on the correct page numbers. I hope I have been able to explain my problem.
    rgds
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    Re: Numbering & Styles (Word 2000)

    Try updating the TOC:
    - Select the TOC.
    - Press F9.
    - Select the option to update the entire TOC.
    Do the hyperlinks work now?
    If not, try deleting the TOC and creating it anew.
    If that doesn't work either, could you attach a copy of the document? You can remove most or all of the text. but leave the TOC and the appendix headers.

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