Style Sheets

[Guest]

I have been tasked with updating a MS Word document that has the ability when
printing to hide text and and change the page numbers accordingly. I've been
told this is uses style sheets. I need to quickly understand how to recongize
what text is not to be printed and what text is to be printed. Any suggested
material I can read to get up to speed? I'm I correct that the person who
created this document used style sheets?

 

[Daiya Mitchell]

I think someone may have misled you, or not themselves understood.

The Word equivalent of using style sheets would be to attach a template.
Off the top of my head, I could imagine certain text being tagged with a
style called Private, and then attaching a template where the Private style
is defined as hidden text.

As long as you are not viewing hidden text, Word will automatically
repaginate properly when you print, that doesn't have anything to do with
style sheets.

I could also imagine a number of other ways to accomplish this. E.g., a
macro that redefines the Private style as hidden, without attaching a
different template--probably easier than maintaining two templates that are
identical except for the definition of Private. I'm sure there are other
ways, but none are specifically built into Word for this exact purpose, so
it would have been the choice of the person who created the doc.

Certainly the best way to recognize which text is not to be printed would be
to format it in a particular style. But only the person who created the doc
will know which style that is.

Perhaps that helps clarify the situation? Be sure to state version of Word
if you post back needing more help.

If you are not familiar with styles and templates in Word, there are a
number of articles you could read, for starters:
http://www.microsoft.com/office/previous/xp/columns/column14.asp
http://shaunakelly.com/word/styles/TipsOnStyles.html (and other articles at
this site)
http://word.mvps.org/FAQs/Customization/CreateATemplatePart1.htm

 

[Guest]

Daiya:

Your are right. I was able to get in touch with the person who actually did
this not the person who took credit. She said I select the text I want to
hide, then right-click the selected text and use the Font selection to hide
it. To view the hidden text I select the Hide/Show tool/button.

That makes more sense than style sheets. Any other info you can provide?

Thanks

 

[Daiya Mitchell]

Yes, that's the basic principle.

Depending on what you need to do with the document, there are refinements
you can make.

If there are a number of pieces of text that need to be hidden, using a
style would let you do it in fewer steps instead of repeating the same
"select and format" 15 times

If other people will be printing this doc, etc, there are macros you could
write to force them to remember to hide the text before printing

And probably more things you can do. Depends on how much trouble you want
to take. If it's just you messing with the doc, and just one section of
text, you are probably fine with the manual method.