TOC and Styles

[Ken]

I am having a nightmare with TOC and Styles. I am creating a long document
with an outline of 1, 1.1, and A. I can manually enter each heading with Alt
+ Shift O, but then I have to manually enter paragraph numbers.

When I try the automatic TOC, there are problems. For example, in the
following paragraph, numbered with the automatic outline feature, I would
make "Independent Contractors" Heading 1. I want the remainder of the
paragraph to be Normal. However, if I highlight the remainder of the
paragraph and click on Normal, nothing happens. If I have the text on
another line and then insert it on the line with the heading, the entire
paragraph becomes heading 1, and ntohing I do can turn it back to Normal.

If I put Independent Contractors on a separate line, there is no problem,
but in a long document that is a lot of wasted space.

27. INDEPENDENT CONTRACTORS. The relationship of the parties is that of
independent contractors, and nothing in this Agreement should be construed to
create an agency or employment relationship of any kind between the parties\


Thanks.

Ken

 

[Stefan Blom]

Which version of Word is this?

 

[Ken]

Word 2007

Which version of Word is this?

 

[Stefan Blom]

To have a heading and a non-heading appear to be in the same paragraph, you
can make use of a style separator. Add the Style separator command to the
Quick Access Toolbar.

Note that the quickest way to set up 1, 1.1, 1.1.1, etc. numbering is to
choose the "1 Heading 1 1.1 Heading 2 1.1.1 Heading 3" option under Home
tab | Multilevel List.

Later, if you want to modify your multilevel list, place the insertion point
in the first top-level paragraph of the list (for a list of headings, this
means the first Heading 1 paragraph of the document), and then click Home
tab | Multilevel List | Define New Multilevel List. You will be presented
with a dialog box similar to the one in Word 97-2003 (see
http://www.shaunakelly.com/word/numbering/OutlineNumbering.html).

 

[Gnibtay]

Dear Ken, I have received excellent additional assistance on a related TOC
question, when I was trying to do the same thing as you. The solution is
partly in using Style Separator. However, Style Separator, naturally, has a
few Non-intuitive quirks of its own, but the Word MVPs have helped me figure
it out. search for my name "gnibtay" on the Discussion site for General
Questions & it will take you right to their comments.

 

[Ken]

Thanks to you and all who wrote. My querstion now is where is the style
separator button on Word 2007? I have searched Microsoft Help and the term
does not appear.

Thanks.

Ken

 

[Stefan Blom]

Click Office button | Word Options. In the Customize category, choose "All
commands" in the "Choose commands from" box, and then locate Style
Separator. Click the Add button. Click OK to close the dialog box.

 

[Ken]

I worked out the separator and am making progress on the TOC. However, now
when I make the header Header 1, Header 2, etc. and the paragraph text "body
text," the paragraph numbers will not function. Paragraph 1, 1.1. 1.2, etc.
are fine. Paragraph 2 is fine. Then, however, I get paragraph 3.1 (rather
than 2.1) or 4, rather than 3. My attempt to change it in the multi level
outline box are in vain.

 

[Stefan Blom]

If you are seeing something like this:

1 Heading 1 text<style separator>Heading 2 text

that is, the outline numbering is suppressed for a heading following a style
separator, I believe you have encountered a known problem with the
separators. As far as I know there is no workaround, unfortunately.

 

[Ken]

What I get is:


2. DISTRIBUTION LICENSE TO RESELLER. Licensor hereby authorizes Reseller to
market to end users within the Market described below the Software provided
by Licensor, and to provide end users within the Market other incidental
services such as training, instruction, and technical support relating to the
Software.

4.

5. MARKET. The geographical area in which Resellers is authorized to
distribute and license the Software (the “Marketâ€) is:

Nothing I do can change the 4 to a 3 or to a 2.1 which is what I want.

Does that mean that in order to use the separator, I must manually create
all of the paragraph numbers?

 

[Gnibtay]

This appears to be the problem I originally wrote about (see the posts on my
question). Here's how I got it to work in Word 2003: FIRST, you separate the
2 sections of your paragraph with a Enter, making 2 different Paragraphs, so
that the heading you want to display in your TOC is the first "paragraph."
the following paragraph is formatted as "Normal" or "List Continue",
something other than an numbered outline paragraph. THEN you apply Style
Separator to the first Paragraph which you want to appear in the TOC.
Applying Style Separator causes the FOLLOWING paragraph break to disappear,
rejoining the 2 paragraphs as a single paragraph of text, but preserving the
"Style" distinction between the two components: the first component retains
its proper outline Level number and shows up in the TOC. The second
component appears in the same paragraph of text but does not show up in the
TOC. then the following Outline level paragraph assumes its correct
sequential number. Good luck, let us know if that solves your problem..

 

[Ken]

That did it. Thanks. When I went to use this process on the subheadings,
the leaders (.....) from the toc entries to the page number on the right
disappeared. I wanted the leaders to be present for both the Heading 1 items
and the Heading 2 items. How do I restore the leaders?

Now I have a slightly different problem. w

 

[Suzanne S. Barnhill]

Make sure they're still present in the TOC style. In Modify Style, click
Format | Tabs and make any needed adjustments.

 

[Ken]

I am making progress. Two steps forward and one backward.

I now have Heading 1 showing up in the TOC. The method of putting the
paragraph text on the next line and inserting a separator on the first line,
causing the second line text to move up has worked well. However, I justify
paragraphs. some, though not all, of the paragraphs refuse to align on the
right side in the first line. I can find no code or anything to explain the
anomaly. How do I justify the first line?

thanks.

Ken

 

[Suzanne S. Barnhill]

I believe this was mentioned earlier (but perhaps in another of these many
similar threads): if you want the first line to be justified, you must
format the heading style as justified.