Outline trouble

[Daniel Schaffer]

I use Word 2003 running on XP Pro SP3. I like to make outlines, and I've
defined each heading level as a style and work in Word's outline mode.

Every once in a while, I press the enter key and find that the next entry
doesn't have a number or letter as a first symbol. I can change the heading
level, but none of the levels have a letter or number as a beginning. I can
cure the problem by going to Format>Bullets and Numbering and then the
outline tab, where I find that no outline style is chosen even though I
chose one at the beginning of the document. I choose my outline style again
and all is well.

Is there a way to make my document remember its outline style?

Many thanks in advance.

Dan S

 

[Stefan Blom]

See http://www.shaunakelly.com/word/numbering/OutlineNumbering.html for
instructions on correctly setting up an outline-numbered list linked to
headings in Word 2003.

Note that an outline in Word is just a hierarchical structure of the
document; you can have numbered paragraphs without creating that structure
(and vice versa). What the two features have in common is that they are both
easier to control if you make use of paragraph styles.

 

[Daniel Schaffer]

Hi Stefan,

Many thanks for your reply. Actually, I used Shauna Kelly's instructions at
her website in setting up the outline numbered list. Nonetheless, Word 2003
sometimes "forgets" the pre-set numbering option that I've chosen.

Good luck, Dan S

 

[Suzanne S. Barnhill]

I think you've missed the point that you have to apply the numbering by
applying the styles, not by using the Numbering button or dialog.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Daniel Schaffer]

Right! I missed the point!

Does that mean that if while I'm in my outline, I press enter and get no
number or letter on the next line, I choose the style "heading whatever" and
the letter or number will appear?

Many thanks,

Dan S

 

[Suzanne S. Barnhill]

Yes, but note that the reason you're getting no numbering is that the "Style
for following paragraph" for all Word's built-in heading styles is Normal,
so you're not getting another heading paragraph. You can change this in the
Modify Style dialog. While you're doing that, you may want to also disable
"Keep with next" for all but Heading 1 and maybe 2 if in fact you're
creating an outline using only heading styles; otherwise you'll have a long
string of paragraphs chasing each other to the next page.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Daniel Schaffer]

Thanks, Suzanne. I've gone back and made each level's style based on the
level before it, and made level 1 based on "no style". I could have sworn
I did that while following Shauna Kelly's directions, but, as you predicted,
I found each level's style based on "Normal".

By the way, why was my problem only showing up once in a while? Is it
relevant that I usually work in Outline mode?
Good luck, Dan S

 

[Suzanne S. Barnhill]

No, you misunderstood me. The "based on" style is not the issue; it's the
"Style for following paragraph" that is causing you to get a Normal
paragraph when you press Enter at the end of a Heading 1, 2, 3,...
paragraph. If your outline is not based on the built-in heading styles, then
there must be a different answer.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
http://word.mvps.org

 

[Daniel Schaffer]

Thanks you, Suzanne. Sometimes I'm a little slow.

Dan S