Problem inserting comments into a douicment with a table of conten

[Guest]

I have a document that was given to me. It has a table of contents, several
paragraphs, and a table inside it. When I try to add a comment to the first
item in the table of contents or the paragraph that corresponds to the first
item, there is no problem - the comment is entered where it should. The
problem is that the document treats the rest of the table of contents, and
everything else as one entire section. If I want to enter a comment for
section 2, the comment is placed at the bottom of the document - after
section 7. How can I fix this?

 

[Cindy M.]

Hi =?Utf-8?B?SmVmZiBMb3dlbnN0ZWlu?=,

I have a document that was given to me. It has a table of contents, several
paragraphs, and a table inside it. When I try to add a comment to the first
item in the table of contents or the paragraph that corresponds to the first
item, there is no problem - the comment is entered where it should. The
problem is that the document treats the rest of the table of contents, and
everything else as one entire section. If I want to enter a comment for
section 2, the comment is placed at the bottom of the document - after
section 7.

Which version of Word are we dealing with?

By "section" do you mean a Section Break has been inserted? Or are you just
using the term generically?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)
http://www.word.mvps.org

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[Guest]

Cindy,

I am using Word from Office 2003 service pack 2. I was using section in
a general sense; there are no section breaks in the document.

 

[Cindy M.]

Hi =?Utf-8?B?SmVmZiBMb3dlbnN0ZWlu?=,

I am using Word from Office 2003 service pack 2. I was using section in
a general sense; there are no section breaks in the document.

Decidedly odd...

The first thought that enters my mind is that the text you're seeing as below the
TOc is actually a TOC reference that's gotten out of hand. IOW, when you think
you're beyond the TOC you're actually still in it.

When you have the cursor in the TOC does it have a gray background? If not, go to
Tools/Options/View and set "field shading" to "always" or "when selected". Do you
see field shading around the text you think is text that follows the TOC?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply in
the newsgroup and not by e-mail

 

[Guest]

Cindy,

The first entry in the TOC ( i.e. I. OVERVIEW ..............3) is not
shaded in gray when I click on it. The other TOC entries (II -VII are
shaded). This is also the same for the rest of the document. The actual
text for section I is not grayed out, but the text for all other sections is
shaded with gray when I click on it.

 

[Cindy M.]

Hi =?Utf-8?B?SmVmZiBMb3dlbnN0ZWlu?=,

The first entry in the TOC ( i.e. I. OVERVIEW ..............3) is not
shaded in gray when I click on it. The other TOC entries (II -VII are
shaded). This is also the same for the rest of the document. The actual
text for section I is not grayed out, but the text for all other sections is
shaded with gray when I click on it.

If you're seeing gray shading, then you're looking at fields, not actual text.

Press Alt+F9 to toggle the field codes. You should see a TOC field instead of the
TOC... Do you then see "normal" text that isn't gray when you click in it?

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply in the
newsgroup and not by e-mail

 

[Guest]

Cindy,

After pressing Alt+F9, the TOC looks like the following:

I. OVERVIEW 3
II. {TOC \O "1-3" \H\Z\U }

Section I of the document looks like normal text, but the start of section 2
is the exact same code {TOC \O "1-3" \H\Z\U } and nothing after that code.

 

[Cindy M.]

Hi =?Utf-8?B?SmVmZiBMb3dlbnN0ZWlu?=,

After pressing Alt+F9, the TOC looks like the following:

I. OVERVIEW 3
II. {TOC \O "1-3" \H\Z\U }

Section I of the document looks like normal text, but the start of section 2
is the exact same code {TOC \O "1-3" \H\Z\U } and nothing after that code.

OK, you have a real problem on your hands. It appears the text and TOCs are in
a loop of some kind and, if you're not very careful, you may end up losing
everything. In your place, there first thing I'd do would be

1. Open the document

2. File/Save As so that I'm working with a copy (in case something goes wrong)

3. Ctrl+A (select all), Ctrl+Shift+F9

This should remove all the field codes, turning everything into static text.
Now you should be able to edit the document content, removing things that don't
belong or are in the wrong place. You'll also be able to insert comments

Once you have things cleaned up (and you can - carefully - copy/paste segments
of text from the original as long as you don't bring across the TOC fields) you
can recreate the TOC from scratch.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail

 

[Guest]

Cindy,

Thank you. That worked.

Jeff

Hi =?Utf-8?B?SmVmZiBMb3dlbnN0ZWlu?=,

OK, you have a real problem on your hands. It appears the text and TOCs are in
a loop of some kind and, if you're not very careful, you may end up losing
everything. In your place, there first thing I'd do would be

1. Open the document

2. File/Save As so that I'm working with a copy (in case something goes wrong)

3. Ctrl+A (select all), Ctrl+Shift+F9

This should remove all the field codes, turning everything into static text.
Now you should be able to edit the document content, removing things that don't
belong or are in the wrong place. You'll also be able to insert comments

Once you have things cleaned up (and you can - carefully - copy/paste segments
of text from the original as long as you don't bring across the TOC fields) you
can recreate the TOC from scratch.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 17 2005)


This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail