Problem in MS Word - copying numbered report

Metty · 15-03-2005, 21:29

So, I've got 5 parts of a report in 5 different word docs - they're all numbered like this:
1
1.1
1.1.1

2
2.1
2.1.2

etc etc

now i want to put it all in one master document (they call it a dissertation!!

) but when i copy and paste it, all the formatting of the numbering that i've just spent the last 2 hours doing disappears...

anyone know how i can copy everything across, therefore saving me another 2 hours!!

Cheers

Metty

Paul K · 15-03-2005, 21:31

Quote:

Originally Posted by Metty

So, I've got 5 parts of a report in 5 different word docs - they're all numbered like this:
1
1.1
1.1.1

2
2.1
2.1.2

etc etc

now i want to put it all in one master document (they call it a dissertation!!

) but when i copy and paste it, all the formatting of the numbering that i've just spent the last 2 hours doing disappears...

anyone know how i can copy everything across, therefore saving me another 2 hours!!

Cheers

Metty

Should be able to copy and maintain all formatting, are you copying documents from the same version of the software?

Metty · 15-03-2005, 21:33

Quote:

Originally Posted by Paul

Should be able to copy and maintain all formatting, are you copying documents from the same version of the software?

that's what i thought...defo running the same version of the software...could it be because i created the heading styles in outline view maybe??

Paul K · 15-03-2005, 21:40

When I copy and paste formatted text into a new document I get a small clipboard icon in towards the bottom right of the pasted text. If I click it I get the option to use the original formatting of the text.

Metty · 15-03-2005, 22:31

hmmm kind of worked...still hasn't pulled my numbers in though...

greencreeper · 15-03-2005, 22:32

Do you mean that the formatting goes altogether, or just renumbers and looks a mess?

Word does funny things with automatic bullets - renumbers them at will. Takes some taming - key things are to turn off auto-formatting and customise the bullet so it does (not) follow on from previous bullet numbering.

Could you keep the parts seperate and alter the page numbering starting number? Bit late now, but best to leave the titivation to last - get the words down, proof-read and correct, then make nice.

[edit] Have you maybe defined something that is document specific rather than global - i.e. part of the normal template? Word is terrible for formatting - I have painful memories

15-03-2005, 22:39

Quote:

Originally Posted by greencreeper

Word does funny things with automatic bullets - renumbers them at will. Takes some taming - key things are to turn off auto-formatting and customise the bullet so it does (not) follow on from previous bullet numbering.

are they numbered bullets or are they areas of text set as headings?

greencreeper · 15-03-2005, 22:50

Quote:

Originally Posted by gary_580

are they numbered bullets or are they areas of text set as headings?

Very good question. If headings, then my previous comment about the template would definitely be something to look at. Turn on field codes maybe?

Metty · 15-03-2005, 23:02

Quote:

Originally Posted by greencreeper

Very good question. If headings, then my previous comment about the template would definitely be something to look at. Turn on field codes maybe?

yep headings - set as different 'levels' in outline view... i.e.

1 Introduction = level 1
1.1 blah blah = level 2
etc etc
with body text underneath...

how do i turn on field codes?

i've done 2 parts manually but would be great for the final 3 if i can avoid!!

p.s. it's got to be handed in as one document else i would print each part with page numbers starting differently..

greencreeper · 16-03-2005, 07:22

Quote:

Originally Posted by Metty

yep headings - set as different 'levels' in outline view... i.e.

1 Introduction = level 1
1.1 blah blah = level 2
etc etc
with body text underneath...

how do i turn on field codes?

i've done 2 parts manually but would be great for the final 3 if i can avoid!!

p.s. it's got to be handed in as one document else i would print each part with page numbers starting differently..

I guess that you've got automatic style definition turned on, so Word creates new styles based on your formatting. I think it's a nuisance and always turn it off:

Tools... Autocorrect... [Autoformat as you type]
Untick "Headings" and "Defined styles based on your formatting"

Check if you have defined new styles by looking at Format... Style...
In the List box choose "User-defined styles"
If there are styles, for each style click "Modify" and tick "Add to template" and untick "Automatically update"

What I'm guessing is happening is that the styles are defined only in the one document, so cannot be used in other documents. "Add to template" should fix this.