How to make 'Document map' to list only headings??

  • Thread starter Thread starter qazmlp
  • Start date Start date
Q

qazmlp

For some documents, 'Document map' lists only the headings(of course,
with heading numbers). For other documents, it lists all the numbered
items which look cluttered too much.
How do I make it to display only the headings when 'Document map' is
selected, for all the Documents?
 
The Doc Map (and TOCs) work by outline levels. If a paragraph is formatted
with outline levels, it shows up in the doc map, outline view, and a
Word-generated TOC. The Doc Map has a bug/feature that when you switch into
the document map, it applies outline levels to things it thinks are headings
(short, one line paras, usually), regardless of whether you already have
headings. Sounds like either that is what happened to your numbered
documents, OR, you set up numbering with outline levels built into the
styles. (you'll see the outline level setting under Format | Paragraph)

Suggested workarounds and a couple aids if Doc Map just ruined your careful
formatting:

Don't use the Document Map, use Outline View instead:
http://www.mvps.org/word/FAQs/Formatting/UsingOLView.htm

On switching into the Doc Map, look to see if a new AutoFormat has been
added to the Undo list. That's the application of outline levels. Undo it.
Remember to check for this every time, though it may not happen every time
(this workaround has only been tested on a Mac, and not thoroughly).

After the fact fixes:

Use the ResetPara command on the affected paragraphs to remove all direct
paragraph formatting and reset the para to only style-based formatting (the
doc map adds outline levels as direct formatting). ResetPara will not
affect direct character formatting (bold, etc) and the usual keyboard
shortcut is control-q (cmd-opt-q on a Mac).

Run this handy macro once posted by MVP Klaus Linke that resets the outline
level of every paragraph to the outline level that is set in the style.

Dim myPara As Paragraph
For Each myPara In ActiveDocument.Paragraphs
myPara.OutlineLevel = _
myPara.style.ParagraphFormat.OutlineLevel
Next myPara

If necessary, see:
What do I do with macros sent to me by other newsgroup readers to help me
out?
http://word.mvps.org/FAQs/MacrosVBA/CreateAMacro.htm
(Mac: http://word.mvps.org/MacWordNew/InstallMacroMac.htm)

Since you are doing numbering, it would also be a good idea to be familiar
with the excellent resources at
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html

Hope that helps,
DM
 
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