Style names with commas (Word 2000)

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I’ve attached a portion of a document that our firm received by email. The heading styles are named “Heading 1,h1”, “Heading 2,h2”, etc. I’ve seen these heading-style names in documents we’ve received before, and just today, a co-worker told me there’s a macro package out there that uses those names.

Does this naming format have any effect on the functionality of the heading styles (maybe some kind of dual capability) or is it just someone’s idea of a unique naming convention?

Also, there’s a character style in this document named “Non Toc Text” that has been applied to the text that follows the underlined heading in paragraphs 3.1 and 3.2 (text that should not appear in the TOC). When I saw this, I suddenly thought maybe there was some option in the TOC routine that allows you to specify a character style where any text with that style would automatically be excluded from the TOC. But I didn’t see any such option. What I’m suddenly thinking, however, is that maybe that style is intended to be used before running a TOC–something like this: you dupe the document, delete all the “Non Toc Text” text, run the TOC, then copy the TOC back into the real document. Sounds like a good way to avoid getting all the paragraph text in the TOC. Now if we could just get Microsoft to make it so any text styled “Non Toc Text” (or some other name) would automatically be excluded from all TOCs. . .

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Hi Russ:
The characters after the comma in a style name are an alias. It means that you can type those characters into the stylebox on the Formatting toolbar, press , & the style is applied. It’s a shortcut because you don’t have to type Heading 1, to apply the style. Of course, for built-in Heading styles you have an easier way to apply them & for any style, you can assign a shortcut key through Tools/Customize…

Although it seems like a neat trick to apply a character style that won’t be picked up by the TOC, but on the same line as a Heading style, it really doesn’t work in Word 2000. If you select the TOC & press F9 to update it, you’ll see that all the text is included. The way to have text on the same line without being picked up by the TOC is to do this:

Heading 1 Text[hidden paragraph mark]
Other text that isn’t a heading style in a “new” paragraph

If you hide the paragraph mark AND you don’t have show/hide set to show hidden text, the text will be on the same line, but with a different style that isn’t picked up by the TOC. It will also appear correctly when you print (assuming that you aren’t printing hidden text). I understand that there are style separators in Word 2002 & above to accomplish “Run-On Headings”. See attached for Word 2000 example.
Cheers,

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Hi Phil,

I was about ready to post this an hour ago, and I couldn’t get it to work. I rebooted, then couldn’t get into wopr for a while. Don’t know if the site was down or what. I could get to other sites. Anyway, I hope it works this time.

I had forgotten about aliases. I remember reading about them, and I’ve just now looked them up again in my manual.

Yes, I am familiar with using a hidden paragraph mark and two style names to separate heading titles from text that follows in the same paragraph.

In my law firm we use the Softwise Numbering Suite, which you’ve probably heard of. (I haven’t asked you anything yet that you haven’t heard of!) The TOC mechanism is able to extract just the section heading from paragraphs that have a section heading followed by regular text in the same paragraph. When you run the TOC it gives you the option of including the whole paragraph in the TOC or just the “First Sentence.” So if you put a period at the end of each section heading in paragraphs of this type followed by two spaces, Word treats the section heading as the first “sentence” and doesn’t include anything beyond that in the TOC.

One other thing I noticed about the document I attached earlier is that it doesn’t seem to have a Jason-tab problem. The Softwise Numbering Suite that we use also has solved that problem. I don’t know how, but it sure is nice.

Thanks for taking the time to answer.

Russ

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Hi Russ,
We have named all of our styles to have commas with abbreviations after the comma. The reason why? You can apply the style to your paragraph by pressing Ctrl + Shift + S (for Style), typing the abbreviation and pressing Enter. Being a keyboarder myself (and the one who named all of the abbreviations) – I rarely use the mouse to apply styles.
Diana

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Hi Diana,

I’m a keyboarder too, and I like your tip. Thanks for answering.

Russ

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Hi, I too am a keyboarder, so thatnks aswell, thats a cool tip. Also thanks for the [hidden paragraph] marker method, that is way cool, and something I have not know about before, I am sure I will get good use from that.

Another way, which I have done in the past, to have some numbered heading spicked up in the TOC and others not is to use a seperate heading but set to the same style.

For instance, you can make heading 7 style a numbered style to show only 1 and 2 numbering, and make all other formating the same as heading 2 style, then they will look the same, but one will be picked up in the TOC and the other not – as long as the TOC setting are not up to level 7!

Did you know that CTRL SHIFT and the ‘8’ key (keyboard not numberpad) toggle the ‘show/hide’ ? Thats my tip for the day !!

thanks again

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Hi, I too am a keyboarder, so thatnks aswell, thats a cool tip. Also thanks for the [hidden paragraph] marker method, that is way cool, and something I have not know about before, I am sure I will get good use from that.

Another way, which I have done in the past, to have some numbered heading spicked up in the TOC and others not is to use a seperate heading but set to the same style.

For instance, you can make heading 7 style a numbered style to show only 1 and 2 numbering, and make all other formating the same as heading 2 style, then they will look the same, but one will be picked up in the TOC and the other not – as long as the TOC setting are not up to level 7!

Did you know that CTRL SHIFT and the ‘8’ key (keyboard not numberpad) toggle the ‘show/hide’ ? Thats my tip for the day !!

thanks again

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Hi Diana,

I’m a keyboarder too, and I like your tip. Thanks for answering.

Russ

Reply | Quote

Hi Russ,
We have named all of our styles to have commas with abbreviations after the comma. The reason why? You can apply the style to your paragraph by pressing Ctrl + Shift + S (for Style), typing the abbreviation and pressing Enter. Being a keyboarder myself (and the one who named all of the abbreviations) – I rarely use the mouse to apply styles.
Diana

Reply | Quote

Hi Phil,

I was about ready to post this an hour ago, and I couldn’t get it to work. I rebooted, then couldn’t get into wopr for a while. Don’t know if the site was down or what. I could get to other sites. Anyway, I hope it works this time.

I had forgotten about aliases. I remember reading about them, and I’ve just now looked them up again in my manual.

Yes, I am familiar with using a hidden paragraph mark and two style names to separate heading titles from text that follows in the same paragraph.

In my law firm we use the Softwise Numbering Suite, which you’ve probably heard of. (I haven’t asked you anything yet that you haven’t heard of!) The TOC mechanism is able to extract just the section heading from paragraphs that have a section heading followed by regular text in the same paragraph. When you run the TOC it gives you the option of including the whole paragraph in the TOC or just the “First Sentence.” So if you put a period at the end of each section heading in paragraphs of this type followed by two spaces, Word treats the section heading as the first “sentence” and doesn’t include anything beyond that in the TOC.

One other thing I noticed about the document I attached earlier is that it doesn’t seem to have a Jason-tab problem. The Softwise Numbering Suite that we use also has solved that problem. I don’t know how, but it sure is nice.

Thanks for taking the time to answer.

Russ

Reply | Quote

Hi Russ:
The characters after the comma in a style name are an alias. It means that you can type those characters into the stylebox on the Formatting toolbar, press , & the style is applied. It’s a shortcut because you don’t have to type Heading 1, to apply the style. Of course, for built-in Heading styles you have an easier way to apply them & for any style, you can assign a shortcut key through Tools/Customize…

Although it seems like a neat trick to apply a character style that won’t be picked up by the TOC, but on the same line as a Heading style, it really doesn’t work in Word 2000. If you select the TOC & press F9 to update it, you’ll see that all the text is included. The way to have text on the same line without being picked up by the TOC is to do this:

Heading 1 Text[hidden paragraph mark]
Other text that isn’t a heading style in a “new” paragraph

If you hide the paragraph mark AND you don’t have show/hide set to show hidden text, the text will be on the same line, but with a different style that isn’t picked up by the TOC. It will also appear correctly when you print (assuming that you aren’t printing hidden text). I understand that there are style separators in Word 2002 & above to accomplish “Run-On Headings”. See attached for Word 2000 example.
Cheers,

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