creating an Appendix style (97)

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Dear Loungers,

When you add an Appendix style to a template, should it be based on the Heading 1 style, or definitely not?

I want to create a numbered Appendix style that will display in the Toc. Am I therefore correct in assuming that it should be linked to the Heading 1 style, if I want it to have the same status in the Toc, or is this a dangerous move?

many thanks

Glennie-lou

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There was a thread on this recently where a much-further-down-the-list style was used, such as Heading 8, so that the numbering style could be different from the headings in the body part of the document. Not sure if you need that but if you do, you might try a search on this board.

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Hi Glennie:
Since it’s rare to use more than 4 outline heading styles, you can use Headings 5-8 for your appendix. You can base all your headings on a base heading, if you wish. If so, it should have only the very basic formatting that is common to the Appendix (or headings), such as font style. For some ideas on how to apply numbering to styles, see post 76976

Hope this helps.

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The trouble with using “Heading 5” and onward for Appendix levels is that you need to format the List Numbering very carefully to look right, you then need to apply appropriate formats to both the styles and the associated TOC styles. It also gives problems with Outline View, if you use this for moving content around.

I prefer to use a completely different set of styles, called “Appendix 1” to “Appendix 9”. These use a different ListIndex to the “Heading 1” to “Heading 9” styles and I include them in the TOC by adding a second TOC field immediately after the normal one.

StuartR

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Defining the status (or level) of a style in the ToC is totally separate from how you define the style or what (if any) other style you base it on. To define the ToC level of a style, go into Insert > Index and Tables > Table of Contents tab and click the Options button. Select the Styles checkbox, then in the ToC Level boxes type the level you want a style to appear at.

Others have suggested whether it’s a good idea to use (otherwise unused) heading levels for the Appendix styles, or to define completely separate styles. Each choice has other implications. In general, you’ll probably have less hassles and unwanted side-effects if you define completely new styles, but you won’t be able to use Word’s automatic cross-referencing to headings if you do that; you’ll have to set bookmarks for the headings and x-ref the bookmarks.

Regards, Jean
Jean Hollis Weber
jean@jeanweber.com
The Technical Editors’ Eyrie http://www.jeanweber.com/
—————–
Still available: Taming Microsoft Word (for v.6,95,97), 100 pages of tips and tricks for business and technical documents. For a contents list, downloading and payment information, go to: http://www.jeanweber.com/books/tameword.htm

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Jean

I use non-heading styles for Appendices, Annexs and lists and still get Word’s automatic cross-references by choosing to link to a reference type of “Numbered Item”

This brings up any automatically numbered paragraph to cross-refer to.

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The thing I miss when using new styles is not being able to use Alt+Shift+Arrow to promote & demote. If I only knew a way….

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Phil

If you create those styles using the Bullets and Numbering Outline levels and apply the styles to outline levels then you CAN use the promote and demote to change the styles once a member of that series has been applied.

I use over five series in my templates and each one allows promote and demote to work. These series are: Headings, List Bullets, List Numbers, Appendices, Annexes etc

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Hi Andrew:
Thanks for the information. I’ve actually done this. Every time I think your Word’s numbering, I can find myself going in circles. But I was thinking in terms of making a separate heading style & I know that when I do that, I can’t promote & demote. But with Bullets & Numbering/Outline levels, it will, as you point out…and that was the original question.
Cheers,

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Hi Andrew:
I just tested something in Word 2000 & found that I could not get separate styles to promote & demote to other outline styles. I created two styles called First (level 1) & Second (level 2). I then applied outline numbering to them. While I can use Alt+Shift+arrow to promote or demote outline levels, I can’t change Second to First or First to Second using that method. I’ve attached an example. Could you show me what you’ve done so that these shortcut keys will work the same as with the built-in headings?
Cheers,

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Phil

Try modifying the styles for First and Second so that the paragraph format in the outline level is set to “Body Text” and not to one of the outline levels. Doing that seemed to cure the problem you were having in that particular file.

I can’t work out why this would be the fix and it raises potential other problems if you really want these styles as outline levels – eg if you want to work in outline view.

If you still can’t get it working, let me know and I will send the file back to you.

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Hi Andrew:
Thanks for the insight. I can get them to promote & demote by defining the styles as body text level, but then, as you mention, they won’t work properly in Outline view.

Do the 5 different series that you use in your template both promote & demote and can also be used in outline view? I can’t seem to do both.

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Hi Phil

No they don’t play the outline game. This is not such a big drama as I almost never use that view. Do you need it to work that way? I can’t think of a good reason for the promote and demote not working on these styles unless they are not part of the outline so I am puzzled as to why Word is set up this way.

I usually define the styles for the TOC rather than leaving it to outline levels which means that the outline view is the only thing I miss out on and I think that is a small price to pay for the increased functionality and ease of use for the multiple list styles.

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Well, I just wondered. I guess I can always choose between the functionality of promote/demote vs. outline view. But you’re right, one more thing for the “wishlist”. Thanks for the information.

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I have found that if you define the Appendix 1 style however you want it, indent, fonts etc and make it a Heading 1 Level by defining its paragraph style at Outline Level 1, then it shows up in your TOC just like all the other Level 1 Headings. I am not sure if that is the effect you want or not, but it has always worked for me.

Ron M

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Ron and other respondents (respondants?)

Thanks for all the advice.

I’m not having a problem getting it to show up in the Toc, or x-reffing, but one problem I can’t seem to get rid of is the ‘double name’ that shows for the style, as in: Appendix 1 Appendix 1. Does anyone know a way around this? Every time I go into the Numbering dialog and unlink the style (that is, link it to ‘no style), it promptly relinks, so that next time I go to the dialog, it is linked to the Appendix 1 style again, presumably causing the double name effect..

Any ideas??

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What do you mean by double name? Do you mean in the style box? If you have numbering, you do not want to unlink the style. For the correct way to set up numbering & styles see the thread & post 76976.
Cheers,

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Phil

Yes – if you drop down the list of styles from the Formatting toolbar, the name is displayed twice. It only displays once in the list in the Style dialog box, but if you go to the Outline Numbering dialog, you see the double naming effect again. I guess it’s because I created the Appendix style as a separate list rather than as part of the Heading 1 to 4 list – should I delete the style and re-create it, starting from the Heading 1 style? (I did follow Gary’s advice when created the 4 numbered heading styles, but wasn’t sure if I should also add the Appendix style to that same list).

many thanks

Glenda

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HI Glenda:
Could you attach a small portion of the document to a post? There doesn’t need to be any text, just the styles.
Cheers,

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Is the double-naming only showing up when you display the drop down list of styles? This is Word 2000 (and 2002) being ‘helpful’ as it displays the style in a WYSIWYG way. The first one is the numbering format you would see if you chose that style and the second one is the name of the style. Have a look at the other entries in that drop-down to get a feel for what you are seeing.

I would not expect the double naming to show when the style drop-down is collapsed, nor when you view the style in the the Format > Style dialog. If you are seeing the double-naming there then this is a different issue.

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Andrew,

I’m using Word 97, but you’re probably right – the double name only shows when I drop down the list of styles from the toolbar. The only other place you see it is in the Outline Numbering dialog, where the 2nd name shows as if greyed out (ghostly}.

Why is it that the other numbered heading styles I created don’t show doubled up in the same way though?

Also – I’ve recommended that the 2 alternative templates I’ve created (2 different cover pages) get added to the Word File>New area, for ease of use. I see a recommendation against this on the MVP site – is it really a bad idea?

Template attached.

regards

Glenda

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Hi Glennie:
You don’t actually have a double name. Andrew is correct–it’s just the way the name is displayed in it’s formatting. And in Bullets & Numbering…, it’s just a pictorial display of your style that shows. It just so happens that you’ve set up an appendix style that starts with the word “Appendix”. If you started a heading style that started Chapter, you’d see something like “Heading 1 Chapter X”. It’s a feature.

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Glenda

I wouldn’t say its a REALLY bad idea but it is best to keep the number of templates to a minimum as maintenance is greatly simplified.

If the only difference between the two templates is the cover page then I would store both as autotexts in the same template and use a macro to allow the user to select which one they want to start with. This way you only have one template to maintain.

I usually run this macro as an AutoNew macro which displays a selection of possible boilerplate contents that the file creator can choose as their starting point. You can populate the contents of this list from autotext entries which means that a non-VBA person can add to/modify the list easily.

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Andrew,

Thanks for the suggestions – I’ve actually finished the contract, so I’ve passed them on to my ex-boss who showed some interest. I actually had one last problem just when winding up, an additional and unwanted tab somehow infiltrated my TOC 3 style and I struggled to get rid of it. I know I’ve had this problem before, but don’t know what causes it – I certainly didn’t add it manually. Any suggestions on how to stop this occurring?

thanks a stack

Glenda

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This is a known bug. Do a search on this forum for ‘Jason Tab’.

I usually avoid it by doing a hanging indent paragraph format on my numbered list type styles. This way, when/if the tab appears it lines up with the actual paragraph left margin.

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Andrew,

I had a look at the ‘jason tab’ threads, thanks (why Jason??).

My heading styles are set up with hanging indents – maybe I triggered the bug by revisiting the Bullets and Numbering dialog to set up the Appendix style after setting up my heading styles?

many thanks

Glenda

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The ‘Jason’ tag comes from a horror movie where Jason was the baddie who kept coming back after being killed off. The tabs have a similar behaviour.

Revisiting the Bullets and Numbering dialog will wake ‘Jason’ every time.

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