When is a heading? (2002 SP3)

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I thought I had sussed this area, but maybe not.

I wanted to (in one particular document), have my Heading 2s formatted without a page break before.
Since I do not want this as a permanent change in the template, I created a new style based on the level 2 headings with the formatting that I require (I tried changing the style just in this document, but every time I opened it, it took the original style from the template).

Now, the TOC recognises these new styles as headings and includes them (TOC set to {TOC o “1-3” h z}), however, when I go to Insert->Reference->Cross-reference, heders with these new styles only appear in the numbered items rather than the Headings lists.

So why are they headers for TOC purposes, but not for Cross-reference ones?

TIA

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Paragraphs have an outline level. For most styles, the outline level is Body Text. The Heading styles have an outline level that corresponds to the heading number, i.e. Heading 2 has outline level 2. When you create a new style based on the Heading 2 style, it inherits outline level 2, and hence it appears in your TOC that is based on outline levels 1 to 3 inclusive (o “1-3”). The new style does not count as a heading style, however.

Note: if the Heading 2 style keeps reverting to the style as defined in the template, “Automatically update document styles” is probably ticked in Tools | Templates and Add-Ins. If you clear this check box, the styles in the document will remain independent of those in the template.

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Smashing Hans, that is just the setting that I was looking for!

No I can dump those extra styles.

Thanks a million.

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Hmmm,
I just decided to change them all back to the original styles, but for some strange reason, the option to select all of any style is greyed out and says Not curretnly Used. this is true for every style in the document.

Any idea why I can no longer use this function?

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I don’t understand. Do you mean the Select All button in the Styles and Formatting task pane? That is always disabled for me.

If you want to revert to the styles from the template, tick the “Automatically update document styles” check box in Tools | Templates and Add-Ins, then save, close and reopen the document.

If you want to remove additional paragraph formatting, and revert to the formatting as defined in the paragraph style, select some text and press Ctrl+Q.

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That button is always disabled for me too (anyone know why it is there?).

But I used (l;ast week, to be able to right click a style and select all instances of that style in the document. Then I could just click on a new style and all the instances would change to use this new style.

I KNOW that only last week I was able to use this feature to select all instances of a particular style.

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I’m sure someone else will be able to answer your question, but in the meantime you can replace one style with another using Edit | Replace. Click More, then click in Find What and select Style from the Format dropdown to specify the style to be found. Click in Replace With, and select Style from the Format dropdown to specify the style to be applied. Finally click Replace All.

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Yeah, that’s what I did this time. I’m just confused as to why the other thing doesn’t work (and now that you have mentioned it, why the Select All button is there at all if it is always unavailable).

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Sorry, a blackout. To use the Select All button, you must turn on “Keep track of formatting” in the Edit tab of Tools | Options… If this option is off, Select All will be greyed out.

I have turned it off since Keep track of formatting can lead to a proliferation of character styles.

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Hans

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I have turned it off since Keep track of formatting can lead to a proliferation of character styles.

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That is so useful. I’ve found the proliferation of character styles to be a real nuisance and now I know how to stop it. Isn’t the Lounge a great place!

Ian

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“Keep track of formatting” doesn’t actually lead to the creation of real styles, or does it? My understanding was that it enabled you to have Word list what you might call “pseudo-styles” in the S&F Task Pane (things like “Body Text + Bold”) if you chose the “Formatting in use” or “Available formatting” option at the bottom of the Task Pane. I thought these weren’t actually styles, and I note that you can avoid their proliferation in the Task Pane by choosing one of the Style-oriented display options (e.g., “Available styles” or “All styles”).

As for the infamous evil “Char” styles, I seem to be vulnerable to them (if I screw up and apply a paragraph style while something less than a paragraph is selected) regardless of whether “Keep track of formatting” is on or off.

Am I confused? In particular, does “Keep track of formatting” actually affect the substance of documents in some way (rather than just expanding the amount of information you can display in the Task Pane)?

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The effects of “Keep track of formatting” have been discussed before – see for example the thread starting at post 314989. It doesn’t seem to be responsible for the “char char” styles.

Also see post 339149.

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