Solved

Assign Styles based on existing formatting differences in Word 2010

Posted on 2016-09-01
8
49 Views
Last Modified: 2016-09-04
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
0
Comment
Question by:WeThotUWasAToad
[X]
Welcome to Experts Exchange

Add your voice to the tech community where 5M+ people just like you are talking about what matters.

  • Help others & share knowledge
  • Earn cash & points
  • Learn & ask questions
  • 5
  • 3
8 Comments
 

Author Comment

by:WeThotUWasAToad
ID: 41780921
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
0
 
LVL 33

Expert Comment

by:Paul Sauvé
ID: 41780974
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...
0
 
LVL 33

Expert Comment

by:Paul Sauvé
ID: 41780977
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
Want Experts Exchange at your fingertips?

With Experts Exchange’s latest app release, you can now experience our most recent features, updates, and the same community interface while on-the-go. Download our latest app release at the Android or Apple stores today!

 
LVL 33

Expert Comment

by:Paul Sauvé
ID: 41780982
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
0
 

Author Comment

by:WeThotUWasAToad
ID: 41781015
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
0
 
LVL 33

Accepted Solution

by:
Paul Sauvé earned 500 total points
ID: 41782073
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
0
 

Author Comment

by:WeThotUWasAToad
ID: 41783873
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…
0
 
LVL 33

Expert Comment

by:Paul Sauvé
ID: 41783957
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
0

Featured Post

Get HTML5 Certified

Want to be a web developer? You'll need to know HTML. Prepare for HTML5 certification by enrolling in July's Course of the Month! It's free for Premium Members, Team Accounts, and Qualified Experts.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

Nice table. Huge mess. Maybe this was something you created way back before you figured out tabs or a document you received from someone else. Either way, using the spacebar to separate the columns resulted in a mess. Trying to convert text to t…
You need to know the location of the Office templates folder, so that when you create new templates, they are saved to that location, and thus are available for selection when creating new documents.  The steps to find the Templates folder path are …
The viewer will learn how to make their project stand out over others by learning how to change colors and shapes, add spaces, change directions, and add bullets to their charts.
Office 365 is currently available in five editions. Three of them are for business use: Office 365 Business Essentials, Office 365 Business, and Office 365 Business Premium. Two of them are for home/personal use: Office 365 Home and Office 365 Perso…

627 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question