Đề Xuất 1/2023 # Why Use Microsoft Word’s Built # Top 9 Like | Beiqthatgioi.com

Đề Xuất 1/2023 # Why Use Microsoft Word’s Built # Top 9 Like

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Why use Microsoft Word’s built-in heading styles?

Why use Word’s built-in heading styles?

You can do almost any task of numbering using your own custom styles.

But there are over a dozen good reasons to use the built-in Heading styles and modify them to suit your needs.

Word has nine built-in Heading styles. They are called Heading 1, Heading 2 etc. You can use other styles (including your own custom styles) for most heading and numbering purposes. But there are good reasons to use Word’s built-in Heading styles.

If you don’t like the format of the built-in styles (and few people would find them attractive as they arrive out of the box), you can modify the styles so they have the font, paragraph and other formatting you want.

Numbering

You can apply numbering to any kind of style. But Word makes it easier to apply numbering to the built-in Heading styles.

Applying the styles

It is particularly easy to apply the built-in Heading styles because Word has built-in keyboard shortcuts. See How to apply a style in Word for a list.

Table of Contents

You can use any styles to construct a Table of Contents. But Word makes it easier if you use the built-in Heading styles, because they are the default.

Page numbering with “chapter” numbering

Let’s say you want your page numbers to look like Page 1-4 or Page 2.5. There are several ways to achieve this. But the numbers won’t appear properly in your Table of Contents unless you use Word’s built-in heading styles.

See I want to include the chapter number with the page number in the Header – how can I do this? on the MS Word MVP FAQ site for a description of how to do page numbering like this (and several good reasons why you might not want to!).

See How to control the page numbering in a Word document at the MS Word MVP FAQ site for a description of how to control page numbering in both simple and quite complex ways.

Captions with “chapter” numbering

There are several ways to create captions for your figures or tables so they look like “Figure 1-4” or “Table 2.3”. But it’s a lot easier to use Word’s built-in caption functionality.

Figure 1: When you go to add “chapter” numbering to captions, the only available styles are the built-in heading styles.

Referring to the captions

So you may as well use the built-in Headings styles and the built-in caption functionality to start with.

TIP: The Word add-in DocTools CrossReferenceManager can help you create cross-references to captions, headings and other types of targets more efficiently than the built-in feature.

Stability

You can create a custom style and number it using the techniques given in How to create numbered headings in your Word document.

But if you accidentally or deliberately delete a custom style that was part of an outline numbering scheme, the whole numbering scheme can collapse. That means you have to go back and re-create the numbering from scratch. Word won’t let you delete the in-built Heading styles, so it helps to protect you and keep the document stable. (If you try to delete a built-in Heading style, Word just re-sets it to the default. But at least it’s still there!)

Publishing to the web

The standard language for publishing documents on the web is HTML. A basic element of HTML is to label headings as H1, H2 etc. If you save a Word document as an HTML file to be published on the web, Word automatically and correctly translates text formatted with the built-in Heading styles as H1, H2 etc.

International Issues

Word comes in dozens of language versions. But “Heading 1” isn’t “Heading 1” in Finnish or French or Farsi. It’s easier to transport Word files (and especially those involving Tables of Contents or macros) across different language setups using the built-in Heading styles, because Word uses special codes to refer to them that are independent of the language being used.

For example, if you create an ordinary Table of Contents that shows 3 levels of built-in heading styles, Word creates the Table of Contents using a field code like this:  { TOC o “1-3” }. The “1-3” refers to styles “Heading 1” to “Heading 3”, but it is independent of the language version being used. You can’t get that if you use custom styles.

If you’re creating documents for an international audience that include STYLEREF fields, you can use shortcuts to refer to the built-in heading styles that are independent of your language version of Word. Use { STYLEREF 1 } instead of { STYLEREF “Heading 1” }.

If you’re writing VBA macros for people using Word in several different language versions you might like to look at the list of built-in style constants in Word. You can use the style constants across language versions. For a list of style constants including a macro that lets you add local style names, see Macro – Create List of Local Built-in Style Names.

Creating PDF files

Creating Hyperlinks within your document

Using SEQ fields

If you use SEQ fields for numbering captions or other lists, you can use a switch in the SEQ field to tell Word to re-start the numbering after each occurrence of a built-in Heading style. For example, you might tell the SEQ field to restart after each paragraph in Heading 1 style. There is no equivalent switch for custom styles. (Word’s Help lists all the switches for the SEQ field. Just look up “SEQ”.)

Document Map

In Word 2007 and earlier versions, Document Map produces very peculiar results unless Word can easily see the structure of your document. And the number one way that Word looks for structure in your document is looking for use of the built-in heading styles. (For Word 2010, Microsoft changed the behaviour so you won’t see peculiar results. But, in Word 2010, the Document Map is even more important than ever before. So it’s even more important to use the built-in heading styles.)

By the way, in Word 2003 and earlier versions, you can modify the font and shading used in the Document Map. Simply modify the built-in style called “Document Map”.

Read about How the Document Map works in Microsoft Word on this site.

Accessibility

Screen readers used by people with vision impairment rely on the built-in heading styles to make sense of documents. A screen reader doesn’t know what to make of your built-in style and, worse, can’t recognize that direct formatting (eg bold, a large font size) identifies a heading. To make accessible documents, use Word’s built-in Heading styles.

Furthermore, using the built-in heading styles enables you, or readers of your document, to use the Document Map effectively (as described above). The Document Map is used by people with limited mobility to navigate documents.

Cross-references

Outline View

Maybe the best reason for using Word’s built-in Heading styles was kept till the last.

You can use other styles in Outline View, and you can choose the Level at which they’ll appear. But it’s easiest to use the built-in Heading styles, because they’re already set up ready for you.

Outline View is probably the most useful, and least used, resource in Word. See How to save yourself hours by using Outline View properly at the MS Word MVP FAQ site for a full (and enthusiastic) description of what Outline View can do, and how to use it.

The 11th item in this list was prompted by Mike Bishop of the UK who reminded me about this reason for using the built-in Heading styles.

The 14th item in this list was prompted by Microsoft Powerpoint MVP Glenna Shaw. I keep finding reasons to use Word’s built-in heading styles. At the MVP Summit in Seattle in 2004, Glenna Shaw reminded me that using the built-in heading styles provides for more accessible documents.

The 15th item in this list was suggested by Microsoft Word MVP Suzanne Barnhill following a discussion in Microsoft’s newsgroups “My styles are all messed up”.

Why I Don’t Use Custom Table Styles In Microsoft Word 2002 And 2003

Why I don’t use Custom Table Styles in Microsoft Word 2002 and 2003

Quick Reference: Why I don’t use Table Styles in Word 2002 or 2003

I’ve given up trying to use Table Styles for professional documentation. This page explains why.

In Word 2002, Microsoft introduced Table Styles. “Wow!”, I thought. Table Styles promised a quick way to format tables consistently and easily.

And on the face of it, they do.

In my work, I create templates for professional use. I need to define custom ways to control table formatting in several subtle ways. Using custom Table Styles should be the answer to my needs. But I don’t find them useful.

Microsoft has never documented how they work. I’ve only been able to discover how they work through trial and error, and from reading about other users’ frustrations on Microsoft’s newsgroups.

Every few months since Word 2002 was introduced, I’ve experimented with Table Styles. Every few months I’ve been disappointed, because they never give me quite what I need.

This is why I’ve finally given up on them.

Table Styles aren’t a grouping of paragraph styles

Paragraph styles are the basic mechanism for formatting text in Word. You can’t do serious work without coming to grips with them.

In my view, Table Styles should be a mechanism for identifying which paragraph styles I want used in my text + the overall settings the table itself needs.

But that’s not how Table Styles work. They apply direct formatting to my text, and they don’t play nicely with paragraph styles.

Table Styles don’t play nicely with Paragraph Styles

If text in the paragraph is in any paragraph style other than Normal, then sometimes the formatting of the Table Style over‑rides the paragraph style, and sometimes vice versa. For example:

if the Table Style is formatted so that the text is right‑aligned, and I apply a paragraph style that is left‑aligned, then the text will be right‑aligned. The Table Style “wins” the alignment debate.

if the Table Style is formatted with 9pt font, and I apply a paragraph style that has 10pt font, then the text will be 10pt. The paragraph style “wins” the font size debate.

This leaves me frustrated and confused. I apply a paragraph style to text in my table, and Word applies only some of the paragraph style’s settings. Only by trial and error can I can work out which settings of a paragraph style will be applied to the text in a table.

As a user, this single reason is sufficient for me to avoid Table Styles.

Table Styles apply fonts inconsistently

The font identified for the Table Style appears to be applied inconsistently. From testing with trial and error, the rules appear to be the following.

If I apply a Table Style to a table, and if the Table Style uses the same font as the document’s Normal style, then the font in the Table Style is applied to text in the table.

If I apply a Table Style to a table, and if the Table Style uses a font that is different from the document’s Normal style, then:

if the text in the table is in style Normal, the font specified in the Table Style is ignored.

if the style of the text in the table is in some other paragraph style, then the other style’s font is respected and the other paragraph style’s font is applied to the text.

Table Styles apply font sizes inconsistently

The font size defined in a Table Style will only be applied to my table if the document’s Normal style happens to be either 10pt or 12pt.

If the document’s Normal style uses, say, Times New Roman 11pt, then any font size I define in the Table Style is ignored.

Furthermore, I can only use 10pt fonts in a Table Style if the document’s Normal style is in 10pt. If style Normal is in some other size, I can have 9pt, or 11pt in my Table Style, but not 10pt.

Table Styles expect that all text in my table is in style Normal

When I go to insert a table, my cursor is obviously within a paragraph of text. When I insert a table, the text in the table is automatically formatted in the style of that paragraph.

table and use a particular Table Style. I insert the table, and I apply the Table Style.

But the text in the table will now be in paragraph style Body Text. And, as we’ve seen, Table Styles don’t play nicely with paragraph styles.

The only way I can get the Table Style settings to work is to select the whole table, and apply style Normal.

Table Styles are difficult for developers to use

I create lots of Word templates for clients. I’ve long since automated a lot of that work, partly because it speeds up the process, and partly because I can replicate a template with accuracy that I can’t achieve if I do it by hand.

However, a Table Style cannot be entirely constructed in code. That is because some parts of a Table Style are not exposed in Word’s object model. For example, in the user interface, I can specify that the heading row in a Table Style is to repeat at the top of each page. I cannot do that when defining a Table Style in code.

Therefore, tools to create a Table Style or to “fix up” messy tables will not work completely.

What would I have to do to use a Table Style successfully?

So, to use a Table Style successfully I would have to:

modify the Table Style to use the same font as my document’s Normal style

if I need the Table Style to use 10pt text, I must ensure that the document’s Normal style is in 10pt text

each time I insert a table, I must apply the Table Style, then select the whole table and apply style Normal (or, I must apply style Normal, then insert the table and apply the Table Style)

if I want to stay sane, I must avoid applying a paragraph style to text in a table

I have to give up on the idea of creating Table Styles in code.

Since I’ve never had a document for which these rules are appropriate, I have given up on trying to use Table Styles to format my tables.

Is Word 2007 going to solve these problems?

I don’t know yet. Certainly there have been some changes. But as far as I know, Microsoft has not yet documented how Table Styles work. So the only way to find out is trial and error.

Resources

If you’re looking for more information about Table Styles, try the following:

How To Use The Document Map In Microsoft Word

Once upon a time, Word’s Document Map had a poor reputation. That reputation was justified. Until Word 2002, it was very flaky. I’ve had Word 2000 crash while displaying the Document Map more times than I can remember.

But from Word 2002, it improved a lot, and in Word 2010 it has been re-vamped and moved to centre stage. The document map is very useful, so give it a go.

How to invoke Document Map

Figure 1: The three parts to the Navigation Pane in Word 2010

To see the Document Map:

In all versions except Word 2007: Alt-V-D. (We lost the old keyboard shortcut in Word 2007, but it was reinstated for Word 2010!!)

You’ll see the Document Map on the left of your Word screen.

What does the Document Map do?

Strictly speaking, it doesn’t do anything. It just sits there on the left of your screen. What it shows you, however, can be very useful. It shows an outline of your document. That is, it shows all the headings in your document. You get to choose whether to show just the highest-level headings, or lower-level headings as well.

How to get Document Map to display something useful

To get Document Map to display useful headings, apply the built-in heading styles to the headings in your document.

There are many ways to apply the heading styles.

In Word 2003 and earlier versions, the easiest way is probably to use the Styles combobox on the toolbar. (And if you’re used to using that, in Word 2007 and Word 2010, you can reinstate the Styles combobox to the Quick Access Toolbar.)

From the Styles combo box, choose Heading 1 for your main headings, Heading 2 for sub-headings and Heading 3 for minor headings, and so on.

How to use the Document Map to move around your document quickly

How to use the Document Map to see where you are in a document

If you have a really big document, it’s sometimes easy to get “lost”. You can see a page of text, but it’s hard to know where you are in the document.

Document Map is a good way to solve this problem. As you move around your document, the Document Map will highlight the current heading.

For example, in Figure 1, I can see that the cursor is within the section with the heading “Balloons”. In Figure 2, I can see that the cursor is within the section “Sea transport”.

How to control the number of levels that Document Map displays

There are two controls available:

How to change the format of the text in the Document Map

In Word 2007 and earlier versions, text in the Document Map is shown in style Document Map. Modify the Document Map style to suit your needs. I find that 10pt Tahoma works well. This feature was removed from Word 2010.

How to change the width of the Document Map

Hover over the vertical bar separating the Document Map from your text. Drag left or right to suit your needs. See Figure 3.

Figure 3: Hover over the vertical bar to the right of the Document Map and drag to change the width of the Document Map.

How to use the Document Map in Word 2010

The Document Map has changed substantially in Word 2010 (Figure 4). It’s not even officially called the Document Map any more, but since it does not have a new name, it seems sensible to keep using the old one.

It now shares the new “Navigation Pane” with a panel for Find and one for Thumbnails. (Except they’re not called Find and Thumbnails any more either; but, like the Document Map they don’t have new names, so using the old names seems sensible.)

There good things about the changes:

Best of all: I can drag a heading in the Document Map, and the heading, and all the paragraphs of text “below” it, will move.

The old pre-Word 2007 keyboard shortcut of Alt-V-D has been reinstated. So I can open the new Document Map with the keyboard shortcut I’ve been using for a decade or more.

Word no longer guesses about what to show in the Document Map. It displays paragraphs based solely on each paragraph’s outline level.

But there are things I don’t like so much about the new Document Map:

It shows a lot less content than the old one. It’s pretty, but because the headings are in little buttons, each one takes up a lot more space. We lose 40% to 50% of the content compared with Word 2007 (the smaller your screen resolution, the bigger the hit).

To change the number of heading levels displayed in the Document Map requires one more mouse movement than the old version. One more mouse movement in this case is a change from 2 to 3, or a reduction in productivity of 50%.

There is some [NOTE: outdated link removed by Lene Fredborg 29-Dec-2016] some good material about the new Document Map at chúng tôi written during the beta testing of Office 2010.

There are several problems with Document Map:

Document Map doesn’t show headings that are in tables. I find this really annoying. It’s a known bug that has been inherited by the “new” Document Map of Word 2010. I guess it won’t get fixed any time soon.

Document Map doesn’t show headings that are in text boxes. Even the “new” Document Map of Word 2010 fails to show headings in a text box. Until Word 2007, text in a text box did not appear in the table of contents. So we weren’t likely to put a heading in a text box. Since that bug was fixed, we can put headings in a text box, and it’s the only straight-forward way to lay text over an image. So the failure of the new document map to show headings is particularly irritating.

In the Paragraph dialog, on the Line and Page Breaks tab, tick “Page Break Before”. Or, better, use the “Keep with Next” setting to keep the paragraph on the same page as the next paragraph. Or, better still, format your document using styles that have been modified with an appropriate “Keep with next” setting.

In Word 2007 and earlier versions, sometimes the Document Map decides to display tiny, unreadable type. It’s a known bug. The solution is to switch to Outline View and then back again. That is:

For the curious or the frustrated: How does Word decide what to display in Document Map?

Word 2007 and earlier versions

More usefully, the Outline Level can be derived from the style you apply to your text. The built-in heading styles have their Outline Level fixed (Heading 1 has Outline Level 1, Heading 2 has Outline Level 2 and so on). If you create a custom style, you can modify it to have the Outline level you choose.

If your document has text with appropriate Outline Levels, Document Map will use those outline levels. If Word can’t find any text with appropriate Outline Levels, then, in Word 2007 and earlier versions, Word will guess. (In Word 2010, Word no longer guesses. Hooray!)

Turn off Document Map.

Create a new Word document.

Copy the following text into your document:

A small line of text The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog.Another short line The quick brown fox jumps over the lazy dog. jumps over the lazy dog.Few words here The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog.

Turn on Document Map.

You can see that Word has guessed that short, bold lines are headings and has changed the Outline Level of the paragraphs.

Since no-one ever wants Word to guess, make sure you apply appropriate styles (which have appropriate Outline Levels) to your text. Then you will be controlling what displays in Document Map.

Word 2010

Word displays text in the Document Map based entirely on the Outline Level of the paragraph. It does not guess.

Acknowledgement Fellow MVP Klaus Linke worked out the problem with the missing heading numbering in Document Map.

(Archives) Microsoft Word 2007: Using Find And Replace

This article is based on legacy software.

Finding Text

Word allows you to find specific text in a variety of ways. You may choose to view each occurrence of the text individually, see all occurrences selected at once, or highlight all occurrences even after the Find and Replace dialog box is closed.

Accessing the Find and Replace Dialog Box

To find text, you must first access the Find and Replace dialog box.

Finding Individual Occurrences

Access the Find and Replace dialog box

In the Find what text box, type the text you want to search for

To find more occurrences of the text, repeat step 4 NOTE: When Word has shown you every occurrence of the text, a dialog box will appear with the message “Word has finished searching the document.”

Finding All Occurrences

This option will highlight all occurrences of your text until the Find and Replace dialog box is closed.

Access the Find and Replace dialog box

In the Find what text box, type the text you want to search for

Highlighting All Occurrences

This option will highlight all occurrences of your text until you choose to clear the highlighting.

NOTE: This option is for Windows only.

To highlight all occurrences:

Access the Find and Replace dialog box

In the Find what text box, type the text you want to search for

Select the desired options

To clear all highlighting:

Access the Find and Replace dialog box

Replacing Text

Word allows you to choose how to replace text in your document. You may choose to replace all occurrences of a particular word or phrase or look at each occurrence before deciding which to replace.

Accessing the Find and Replace Dialog Box

Replacing Individual Occurrences

Access the Find and Replace dialog box

In the Find what text box, type the text you want to be replaced

In the Replace with text box, type the text that you want to insert

Repeat step 6 until you have replaced all desired occurrences NOTE: When Word has shown you every occurrence of the text, a dialog box will appear with the message “Word has finished searching the document.”

Replacing All Occurrences

This option will replace every occurrence of your text without showing you where the text was replaced.

WARNING: Use this option with care, as it may change the meaning of your document if text is replaced where it should not be.

Access the Find and Replace dialog box

In the Find what text box, type the text you want replaced

In the Replace with text box, type the text that you want to insert

Advanced Options

Word provides additional options to further refine your search.

To access these options:

Access the Find and Replace dialog box

The following list defines the available search options:

Search Selects whether Word should search for instances of the text below the insertion point (down), above the insertion point (up), or throughout the entire document (all). The default choice is Down.

Match case Returns only those instances of the text that have the same case (i.e., uppercase or lowercase) as the text in the Find what text box.

Find whole words only Returns matching whole words only. Word will not return words that contain your text within them. EXAMPLE: If you search for the, this option will ensure that words such as theater or theme are not included in the search results.

Use wildcards By using certain characters, allows you to search for very specific words or phrases. EXAMPLE: Searching for b?ll will find words with any one character between b and ll, such as ball, bill, and bull.

Sounds like (English) Searches for both exact matches of your text and other text that may sound or look similar to your text. EXAMPLE: Searching for color will find the words collar and caller.

Find all word forms Searches for all related forms of your word. EXAMPLE: If you search for is, Word would also find the forms was and were.

Format Allows you to search for text with specific formatting, as well as replace text with specific formatting. EXAMPLE: If you search for occurrences of the word Sincerely that were in Times New Roman font, you could replace them with the words Yours Truly in Calibri font.

Special Allows you to search for special characters (e.g., dashes or paragraphs), as well as replace them in your document.

No Formatting This will clear any formatting requirements (e.g., searching for text in a specific font) that were set in previous searches.

Windows only:

Ignore punctuation characters Returns text that is similar to your text, but contains punctuation within it. EXAMPLE: If you search for recreated, your search results would also include instances of re-created.

Ignore white-space characters Finds text that is similar to your text, but may contain spaces in different places. EXAMPLE: If you search for Annamarie, your search results would also include instances of Anna Marie.

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