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Assign Styles based on existing formatting differences in Word 2010

Hello,

This is part 1 of a 2-part question. The two questions each have their own thread (see comment following OP) and are as follows:

1) What is the best way to assign Styles in Word 2010 to a document based on its formatting?

2) How do you create a custom Table of Contents in Word 2010 after assigning Styles throughout the document?

I have got several Word documents which currently have no Styles assigned. However, all of the documents have identical formatting which consists of four types as follows:

1) The word "Chapter" with a number
        Helvetica 12, centered, black
        Paragraph > Spacing
                Before: 0 pt
                After: 15 pt
                Line spacing: At least
                At: 13.5 pt

2) Chapter titles
        Times New Roman 22.5, centered, RGB 077 111 121
        Paragraph > Spacing
                Before: 18.75 pt
                After: 15 pt
                Line spacing: At least
                At: 21.75 pt

3) Headings
        Helvetica 12, bold, left justified, black
        Paragraph > Spacing
                Before: 0 pt
                After: 15 pt
                Line spacing: At least
                At: 13.5 pt

4) Main text
        Helvetica 12, left justified, black
        Paragraph > Spacing
                Before: 0 pt
                After: 15 pt
                Line spacing: At least
                At: 13.5 pt

I am looking for the easiest way to exploit the differences between the four formats in order to assign Styles. I realize that it can be done by use of the Find and Replace box but I'm wondering if there is a quicker and less cumbersome method.

Thanks
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WeThotUWasAToad
Asked:
WeThotUWasAToad
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1 Solution
 
WeThotUWasAToadAuthor Commented:
Links for both parts of the above question:

Part 1: Assign Styles based on existing formatting differences in Word 2010
        https://www.experts-exchange.com/questions/28967253/Assign-Styles-based-on-existing-formatting-differences-in-Word-2010.html

Part 2: Create a custom Table of Contents in Word 2010 after assigning Styles
        https://www.experts-exchange.com/questions/28967254/Create-a-custom-Table-of-Contents-in-Word-2010-after-assigning-Styles.html
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Paul SauvéCommented:
In fact, to generate a TOC, you should use the following paragraph styles: for Chapter titles use Heading 1, for Section titles use Heading 2 and if you require sub-sectons, use Heading 3.

These paragraph styles can be modified for individual documents.

The word Chapter, in a separate paragraph, will not show in the TOC...
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Paul SauvéCommented:
modify paragraph style Heading 1 using:
         Times New Roman 22.5, centered, RGB 077 111 121
        Paragraph > Spacing
                Before: 18.75 pt
                After: 15 pt
                Line spacing: At least
                At: 21.75 pt

modify paragraph style Heading 2 using:
         Helvetica 12, bold, left justified, black
        Paragraph > Spacing
                Before: 0 pt
                After: 15 pt
                Line spacing: At least
                At: 13.5 pt
0
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Paul SauvéCommented:
If you click the small arrow beside the word Paragraph in the Home tab or Page Layout tab, you will get the Styles Panel which makes it easy to modify paragraph styles para styles
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WeThotUWasAToadAuthor Commented:
Thanks for the responses Paul.

You may answering exactly what I'm asking in this first part of my question but please clarify.

I am familiar with how to assign a given style to a selected portion of text. I also understand how to modify styles which have already been assigned.

The thing I'm wondering in this question — and I probably did not clarify this point very well — but when you have say, hundreds of disconnected rows in a single document which initially have no style assigned but do have the same formatting (as, for example, the headings I mentioned), how would you go about getting a given style applied to all of them en masse rather than having to select and apply the style to each one at a time?

Thanks
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Paul SauvéCommented:
Yes - I had understood from your original question that you will have to change the styles of ALL the paragraphs formatted Times New Roman 22.5 to the paragraph style Heading 1 and ALL the paragraphs formatted Helvetica 12, bold to the paragraph style Heading 2. I wasn't sure if you know how to do this. But it has to be done in each document separately.

My approach is two step:
use the Replace function to replace all the paragraphs (^p) having the font style Times New Roman 22.5 with the paragraph style Heading 1

Redefine the Heading 1 paragraph style to match your original definition (ALL the Heading 1 paragraph styles will update!) Heading 1
use the Replace function to replace all the paragraphs (^p) having the font style Helvetica 12, bold with the paragraph style Heading 2
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WeThotUWasAToadAuthor Commented:
Thanks a bunch Paul. That is exactly what I was looking for and an especially big thanks for the screenshots.

I have tried variations of that approach in the past but the big difference is that your method uses only ^p whereas I was always including a wildcard. I guess I thought that to modify any full line, an asterisk was needed to account for the text in the line.

Your method is so much simpler though and I am very glad that I have learned how to do it now. I guess by using ^p as your search argument, it somehow applies the changes to everything preceding the ^p in the same line.

This opens up all sorts of doors (or "windows" I suppose) so thanks again.

Now onto the second part of this question…
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Paul SauvéCommented:
you may find some paragraphs that were NOT intended to be part of the TOC...

simply go back to them and change them to another style
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