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Word 2010 Manage Styles Hide and Restrict Features

Posted on 2013-06-20
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Please can someone explain how Word 2010/2013 "Manage Styles" dialog is supposed to be used

I want to hide most of the inbuilt styles and prevent users changing a few added custom styles while permitting user creation of new styles and use of all normal formatting tools

If I choose to Restrict a style how will I see the effect of this - nothing seems to change?

If I Hide a style why is it still showing?

How do I move a custom List style up the Recommend List as the Move or Assign Value are disabled?

The Restrict "Limit formatting to permitted styles" seems to activate the Hide action but then disables all user formatting which I don't want to do
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Question by:ARampton
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Expert Comment

by:Stacy Brown
ID: 39266177
There are a bunch of areas to cover here.  Let's start with how the Style Pane is viewed.

Open the style pane (CTRL+ALT+SHIFT+S)
Click Options at the bottom right
If you are going to recommend styles and restrict as well, I would recommend that you set it up to show as follows:
Style Pane Options dialog
Please note the two options at the bottom of the dialog.  This determines if you are saving these settings to the current document or the current document TEMPLATE.  Choose whichever is appropriate and click OK once you have your settings in place

Now...know that this setting can be changed but most folks won't even try.

Hiding styles and Recommending
From the bottom of the style pane, click the Manage Styles button
Go to the Recommend Tab
Manage styles dialog - recommend tabClick the Select All Built In Styles button
Click Hide or Hide until Used.  

To set the order a style appears in the gallery, select the style and then click the Assign Value button.  
Tip....you can assign the same value to multiple styles.  When you do, they appear in Alphabetical Order.  This is useful with numbering styles, especially.

Once you have everything assigned, you may want to choose the Check box at the top to Show Recommended Only.

Once again....notice the two options at the bottom as to WHERE this information is being saved:  to the current document or the to the document template

Restricting
You can go to the Restricting Tab to select which styles you will or will not allow.  Clicking Restrict puts a little icon in front of the style name.  If you do restrict, make sure you take a look at the options below the buttons.  You may want to check the first box.

Once again....notice the two options at the bottom as to WHERE this information is being saved:  to the current document or the to the document template

I think I've answered your questions, but let me know if you need further information on any of these options.
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Author Comment

by:ARampton
ID: 39266221
Nice detailed information but I do not find this answers my questions

If I choose to Restrict a style how will a user see the effect of this - nothing seems to change?

If I Hide a style why is it still showing?

How do I move a custom "List" style up the Recommend List as the Move or Assign Value are disabled?
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Assisted Solution

by:Stacy Brown
Stacy Brown earned 1500 total points
ID: 39266295
If you are creating a template and you change the "Options" and save to the template, then you should see the changes.

If you are still seeing a style you hid, then you need to review your Options or make sure and double check that you hid it and didn't choose Hide until used

Restricting goes hand in hand with the Limit formatting to permitted styles  check box and password protecting the file against changes.  See here for more info:  http://office.microsoft.com/en-us/word-help/restrict-or-permit-formatting-changes-HA010372712.aspx#BM1

I don't understand why the Move or Assign Values are disabled.  That's exactly how you move items up the list.  Is this document a true 2010 docx file or is it listed in Compatibility mode in the Title bar?
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Author Comment

by:ARampton
ID: 39266601
Nothing seems to work for me

Using the "Limit formatting to permitted styles" tick seems to stop all manual formatting, prevents modification of any Style and hides Restricted styles while showing Hidden Styles but this is too much of a restriction in a New Document - I just want to hide what I have classed as hidden

My Word 2010 .dotm document has most of its styles hidden and its saved in my Templates folder

A new document created from this Template shows all styles, nothing I have hidden stays hidden

Manage Sytles Recommend
I just want a way of restricting use of specific styles while allowing editing of the showing styles
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Expert Comment

by:Stacy Brown
ID: 39266632
can you post the template or a doc?
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Expert Comment

by:Stacy Brown
ID: 39266675
Here's a quick document that I created from a template with hidden styles and the Style pane options set to show recommmended with a sort of as recommended.  Sorry....can't post .dotm files.
Sample.docx
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Author Comment

by:ARampton
ID: 39266750
Saved file as .docx but does not behave as your sample
List-Number-Restricted.docx
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Expert Comment

by:Stacy Brown
ID: 39266899
You didn't have the Style Pane Options set.  You have to set those to display what you want.

Style Pane Options
See the attached file
Options-Set-List-Number-Restrict.docx
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Author Comment

by:ARampton
ID: 39275483
Thanks

I now see how any style set to Hide still shows in any style list that is not restricted to Recommended

Am I correct in thinking the Style Pane Options settings are specific to each document?

Please can you confirm that any style set with Restrict will have completely no affect on users unless everything is locked with "Limit formatting to permitted styles" - a level that prevents any direct formatting and any style modifications in a document

It seems MS allow everything or nothing here - I would like to Restrict some styles I don't want users to see or modify while allowing normal direct formatting but this reasonable requirement seems impossible
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Accepted Solution

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Stacy Brown earned 1500 total points
ID: 39275503
You are correct.  It's kind of an all or nothing option when restricting styles.  This is why I tend to hide styles instead.  Out of sight, out of mind.. works most of the time for me.  Also the restricting is not going to take affect until you protect the doc for formatting....you are correct.

The Style Pane Options are document-specific.  It can be really irritating as well!  It tends to be the first area I modify when troubleshooting document problems.

I hope this information is helpful!  Good Luck!
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Author Comment

by:ARampton
ID: 39275560
Thanks for your help

I have read Microsoft's guides on this but their words seem to just explain what one sees in dialogs instead of the consequences and effects of choosing combinations of settings

I am sure we could all lean from improved documentation but I guess this would require the most senior developers to explain their thinking
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