Styles ACTUALLY used in document

[Ewout]

I would like to find out which styles are ACTUALLY used in a document.
When I use the menu option File - Print and then select Styles in the
drop-down box Print What, I get a list of all styles that are AVAILABLE
in the document. This is not what I want.

My goal is to find out if styles are used consistently in the document.
Sometimes I come across documents where a large abundance of styles is
used. I want to get a list of all styles that are ACTUALLY used. Now,
when I find a style that I do not want to be used, I would start
searching for the location(s) where the style is used, change the
style, and so on.

Does anyone know how to do this?

Ewout

 

[Bob Buckland ?:-\)]

Hi Ewout,

What happens if you click on the 'Styles and Formatting'
icon on the formatting toolbar and then change the choice
to 'styles in use' rather than 'available styles' in the
Word 2003 Task Pane?

If you're using the Formatting Consistency settings in
Tools=>Options Edit you can also right click on text and
choose the 'Select Text with Similar Formatting' to highlight
blocks of text that exhibit many of the attributes of the
selected text.

=======
I would like to find out which styles are ACTUALLY used in a document.
When I use the menu option File - Print and then select Styles in the
drop-down box Print What, I get a list of all styles that are AVAILABLE
in the document. This is not what I want.

My goal is to find out if styles are used consistently in the document.
Sometimes I come across documents where a large abundance of styles is
used. I want to get a list of all styles that are ACTUALLY used. Now,
when I find a style that I do not want to be used, I would start
searching for the location(s) where the style is used, change the
style, and so on.

Does anyone know how to do this?

Ewout >>
--
Let us know if this helped you,

Bob Buckland ?
MS Office System Products MVP

*Courtesy is not expensive and can pay big dividends*

For Everyday MS Office tips to "use right away" -
http://microsoft.com/events/series/administrativetipsandtricks.mspx

 

[Suzanne S. Barnhill]

Another way to get a style list (though it may include those that have ever
been used in the document) is to open the document using the Recover Text
from Any File setting in the File Open dialog.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA

Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Guest]

You can also view which style has been applied to which paragraph by setting
the style area width in Normal view:

1. Switch to Normal view if you are in a different view.
2. On the Tools menu, click Options, and then click the View tab.
3. In the Style area width box under Outline and Normal options, enter a
measurement for the width of the style area pane, for example, 2 cm.

Word displays the style name in the style area pane to the left of your
document.

 

[Klaus Linke]

Hi Bob,

There should be an easy way to get rid of unused styles though.

Documents acquire a lot of trash styles (say by pasting), and a built-in command that clears out all styles but those actually in use would be great.

If you try to do that yourself, you'll run into all kinds of problems. In Word2003, many problems are caused by the Char styles.

They may not be in use, but if you delete one, all paragraphs in the paragraph style that's linked to that Char style will revert to Normal style. So they are really hard to get rid of.
"Char Char" styles are even worse: Word will show them, but says the style doesn't exist if you try to delete it.
Greg Maxey and I are just trying to put together a macro to do it anyway, but it's much longer than 100 lines by now and still doesn't work as you'd wish.

The fact that you can't change built-in styles to custom styles (that is, rename them) is also very often a nuisance ... another macro project I'd like to do if I had more time.

:-( Klaus

 

[Shauna Kelly]

Hi Klaus

you can't change built-in styles to custom styles (that is, rename them)

You can, however, give them a second name. I often re-name the Salutation
style to 'Salutation, "Dear...."' and re-name the Closing style to 'Closing,
"Yours sincerely"'. What's nice is that the wdStyleSalutation and
wdStyleClosing still refer to the style, even though the name could be
'Salutation, bla bla bla'.

Shauna


Shauna Kelly. Microsoft MVP.
http://www.shaunakelly.com/word


Hi Bob,

There should be an easy way to get rid of unused styles though.

Documents acquire a lot of trash styles (say by pasting), and a built-in
command that clears out all styles but those actually in use would be great.

If you try to do that yourself, you'll run into all kinds of problems. In
Word2003, many problems are caused by the Char styles.

They may not be in use, but if you delete one, all paragraphs in the
paragraph style that's linked to that Char style will revert to Normal
style. So they are really hard to get rid of.
"Char Char" styles are even worse: Word will show them, but says the style
doesn't exist if you try to delete it.
Greg Maxey and I are just trying to put together a macro to do it anyway,
but it's much longer than 100 lines by now and still doesn't work as you'd
wish.

The fact that you can't change built-in styles to custom styles (that is,
rename them) is also very often a nuisance ... another macro project I'd
like to do if I had more time.

:-( Klaus

 

[Ewout]

Bob,

I could not find an icon Styles and Formatting, nor the Formatting
Consistency settings in Tools --> Option --> Edit. I am using Microsoft
Word 2000 (9.0.2720). (This problem occurs at work, so I cannot just
upgrade to another version of Microsoft Office.) Are the options you
talked about also available in Word 2000?

Ewout