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General discussion

Word Document Map

Dec 2, 2010 3:33AM PST

Hi I'm using Word97 and just discovered the Document Map feature. I think it will really help me find things in my long document. But when I add more to the bottom of my doc it's not adding anything in the Map list on the side. I closed my doc & reopened it, I closed Word and reopened it. How do you refresh the Document Map?

Discussion is locked

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You bet!
Dec 2, 2010 3:37AM PST

"The Document Map doesn't display some or all of the document's headings.

* Microsoft Word may not be able to identify headings in the document When you display the Document Map, it shows any headings that are formatted with the built-in heading styles (heading style: Formatting applied to a heading. Microsoft Word has nine different built-in styles: Heading 1 through Heading 9.) (Heading 1 through Heading 9) or outline-level (outline level: Paragraph formatting you can use to assign a hierarchical level (Level 1 through Level 9) to paragraphs in your document. For example, after you assign outline levels, you can work with the document in outline view or in the Document Map.) paragraph formats (Level 1 through Level 9).

If Word can't find any headings formatted with the heading styles or outline levels, it automatically searches the document for paragraphs that look like headings (for example, short lines with a larger font size). Then Word applies an outline level to these headings and displays them in the Document Map. If Word can't find any such headings, the Document Map is blank.

* Headings may be in a table or text box When you display the Document Map in a document that contains only a table (table: One or more rows of cells commonly used to display numbers and other items for quick reference and analysis. Items in a table are organized into rows and columns.) or one or more text boxes (text box: A movable, resizable container for text or graphics. Use text boxes to position several blocks of text on a page or to give text a different orientation from other text in the document.) with heading rows or heading styles, the heading rows or styles do not appear in the Document Map."
From office.microsoft.com

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Thanks, That Helps!
Dec 2, 2010 4:31AM PST

That explains it more. I couldn't figure out why sometimes it put the first line of text in the map. I couldn't figure out how the non-printing paragraph markers were affecting it. I tried using a hard return and a soft return, etc. But now I found where to format it as Text Body or Outline Level 1 so now I can clean up my doc.

Thanks again

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Glad it helped.
Dec 2, 2010 4:36AM PST

I couldn't rewrite this to something simpler so I copied it wholesale and noted the source. Glad it helped,
Bob

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I'm Back....
Dec 3, 2010 1:09PM PST

So now I've fixed all my doc to either body text or Outline level 1. I love it! Now is there a way to globally replace & change all my level 1s into level 2 so I can add a new level 1 to organize it more? Or do I need to do each one manually?

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If find and replace won't do.
Dec 3, 2010 1:16PM PST

Then look again at WORDPIPE (see google.com)
Bob

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I'm back another question on this
Jan 19, 2011 2:24PM PST

Had my 40 page doc fixed up great on Word97. Copied to a new Win7 pc w/ Word2003. Everything was still formated right. Made some changes and copied it back to Word97. WHAT A MISTAKE! All my Levels were messed up. Had to go though and redo them all. And one section wouldn't work right. So I had to fool it by first changing the level 2 to level 1 then changing back to level 2. Lot of work. So I guess it's not possible to go backward, right?

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Let me share a few old tricks.
Jan 19, 2011 2:39PM PST

Going backwards is treacherous for many reasons and let me not write why but jump ahead to tricks I've used in the past to get around it.

1. Save my work in WD2003 in RTF and what other formats WD2003 offers then test which works best back in WD97.

2. Save my work on Google Docs and see if I can use that on both machines. A little unsettling for some but let's not rule out any trick I've used.

3. Install OPEN OFFICE on the machine with WD97 and try that. REMEMBER to not associate .DOC and such files with Open Office so we don't disturb the installed Office programs.

Hope this helps,
Bob