Wednesday, May 7, 2014

Reassign a new style to texts with the same style

Found a solution to style-sheet-related problem, which almost led me to through my ratology book out of the window.

If you say, "What's the big deal? Just select the texts and reapply the style!" Check the 16-page Table of Content file, which is generated based the heading info. I surely don't have the life to check through the whole book and to verify the headings that, when put in a file, is 16 pages long.

I would have loved to find an interface, which would allow me to change the codes associated with the styles directly ... like replace "Heading 61" with "Heading 6." Unfortunately, my understand of word is not so superb. I did find a way out to identify the irregulars and found a way to reassign a new style to multiple items of the same style.

In a nutshell, I changed the spec of Heading 61 so that it's style is based on the built-in Heading 6. Then, I revert Heading 61 to Heading 6 and deleted the style of Heading 61.

Following shows you how I got it done step-by-step.

1. Show the Style Area Pane in either Draft or Outline document view.
2. Launch the Style window.  You might also to first identify which headings seem irregular. (This is none-essential to the task but if you click on the heading in the Style Area Pane, it shows you the associated text in the Outline view.)

3. In this example, I will show you how I apply heading 6 to all items affiliated with Heading 61. In order to do it, I find Heading 61 in the Style window, click on the arrow on the right-hand side, and select Modify from the drop-down menu.

4. The Modify Style window opens. In this scenario (though don't know about yours), the style of Heading 61 was based on "no style."

5. What I have to do is to assign the built-in Heading 6 as the style it's based on by selecting Heading 6 from the drop-down menu.  Click OK to close the Modify Style window.

6. After the Modify Style window is closed, the change of the style for Heading 61 is reflected in the Style window. Then, click on the arrow to the right of Heading 61 to show the drop-down menu, click on "Revert to Heading 6...".

7. A window pops up asking whether I want to delete Heading 61. If you want to keep the style associated with Heading 61, you surely can save a copy of it.  As for me, I will gladly click on OK.

8. Once I click OK, the pop-up window will close, Heading 61 deleted from the Style window (and the stylesheet), and all items previously applied with Heading 61 is now reassign to the style of Heading 6.

C'est ca!

Show Style Area Pane in World 2010

How do you show the styles you have applied to your writing in plain sight as opposed to clicking on everything and check each individually through the Style Window?

It could be done through the "Style Area Pane."

Following is the step-by-step instruction.

1. Click on File and Options.

2. Inside of the "Word Options" window, click "Advanced" and scroll down to the "Display" section. Change the value of "Style area pane width in Draft and Outline views" to something larger than 0. In this example, I have changed to 1". Click "OK" at the lower right side to save the change and close the window.

3. Please be reminded that the Style area pane can only be seen in Draft and Outline views. If you are not viewing your document under either views, make sure you click on the View tab and switch to either "Outline" or "Draft" type of document view.

4. In this example, I elected to view the document using the Outline view. The area on the left-hand side is the Style Area Pane showing the heading styles I have applied to the outlines.

C'est ca!

Saturday, May 3, 2014

Finding where "MS Word endnotes" are in main body?

Not quite sure whether the heading really describes what I means.

Essentially, I am working on an over 400-page document with over 100 endnotes (the MS Word footnote and endnote kind of endnote as opposed to the citation program Endnote kind of endnote).

I had great difficulties figuring out how to find the endnotes in text.

Ended up, it's as simple as a clicking an existing button in the MS word interface.

1. Select the endnote and click on the "References" tab and click on the "Show Notes" icon.

2. Abracadabra! Word now shows you where the note is in text.

3. Now that you are in the main text and you want to see the endnote, what do you do to get to that specific note?  Click on the "Show Notes" icon again.

C'est ca!