Problem with Word Numbering

Goldstein, Dan

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Sep 26, 2003, 10:55:22 AM9/26/03

to TECHWR-L

Kate Robinson wrote:
<snips>
This is one of those Word limit problems. It's just too darn many MBs and
too darn many styles in one document.

The only solution I've found that actually works is to break up the document
into smaller working files, get all the changes and edits done, accept all
changes and turn off rev marking, then combine the files. Of course that has
its own dangers. I'm eager to hear if someone has something better. (We're
considering FrameMaker as a fix here.)
</snips>

1. Did you deselect the "Allow fast saves" checkbox?
2. Do you have floating graphics that can be anchored?
3. Do you have text boxes that can be incorporated into anchored graphics?
4. Have you tried File|Save As?
5. Have you tried doing a Maggie (either for individual sections or the
whole doc)?
6. Do you have embedded graphics and/or objects that can be linked instead?
If so, make sure you use "Link to file", not "Insert and Link to file."

Dan Goldstein

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Jeffrey Hsue

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Sep 25, 2003, 9:28:24 PM9/25/03

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Sorry for the post as this has probably been covered to death...

I'm formatting documents using Word 2000 and am having problems with the
Restart Numbering function. I'm using a template where the numbered lists
have already been defined, and up to now, have been working correctly. The
current document I'm working in will not let me restart my List1 style at 1.
I have checked the style properties and everything seems to be in order. I
have been trying to manually restart numbering by using Format > Bullets and
Numbering > Restart Numbering to no avail. The only difference that I can
see between this document and others where the style is working correctly is
that the document is approximately 16 MB in size.

Has anyone encountered this problem and have a fix? Any help would be
greatly appreciated.

Thanks!
Jeff

Ruiter, Vicki

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Sep 26, 2003, 9:55:58 AM9/26/03

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It sounds as if your List1 style for one reason or another has had the
default start number for the numbering start at something other than 1. If
that's the case, it's easy to fix.

View the style in the Styles and Formatting sidebar. If the List1 style has
something other than "1." at the beginning, you know that you need to fix
it.

Right-click on the style and select Modify Style... from the drop-down menu.
Click Format and select Numbering... from the drop-down menu. Click
Customize... Change the number in the Start at field to 1.

Vicki Ruiter
SRA International

Kate Robinson

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Sep 26, 2003, 10:37:10 AM9/26/03

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| View the style in the Styles and Formatting sidebar. If the
| List1 style has something other than "1." at the beginning,
| you know that you need to fix it.
|
| Right-click on the style and select Modify Style... from the
| drop-down menu. Click Format and select Numbering...
| from the drop-down menu. Click Customize... Change
| the number in the Start at field to 1.

Wouldn't it be nice if that worked? And maybe it will -- IF the reason for
the problem is that you haven't specified "start at 1" in your style. I
haven't found that to be the reason when I've had the problem, and therefore
this fix hasn't worked.

If you do try this fix in a 16 MB file, it can and probably will mess up the
numbering in all of your other List1 lists throughout the document AND
possibly destroy any formatting (boldface for instance) in your List1 styled
paragraphs.

I've recently had the same problem in a relatively petite (only 12 MB) file.

This is one of those Word limit problems. It's just too darn many MBs and

too darn many styles in one document. I've tried all the workarounds I was
able to find in the Microsoft KnowledgeBase, including manual renumbering.
(Except for the one that made me laugh so loudly that it startled my
cubeneighbors: Just don't use any custom styles! Yeah, right.) Sometimes one
or some combination of workarounds will work for that particular list, but
it almost always messes up the (List1) styles in the rest of the document.

The only solution I've found that actually works is to break up the document
into smaller working files, get all the changes and edits done, accept all
changes and turn off rev marking, then combine the files. Of course that has
its own dangers. I'm eager to hear if someone has something better. (We're
considering FrameMaker as a fix here.)

Kate Robinson
TechComm Editor
Telecommunication Systems, Inc.
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People forget how fast you did a job, but
they remember how well you did it.
-- Howard Newton

Jeffrey Hsue

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Sep 26, 2003, 1:28:09 PM9/26/03

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Well, you won't believe this--or maybe this makes perfect sense since this
is Word (my apologies to any hardcore Word advocates out there)...

After many hours, I found that after clicking Restart Numbering, if I then
clicked Undo Formatting, my numbering would magically restart at 1. I'm not
sure why this works or if this only works for me, but it's taking care of
the problem.

Many thanks to everyone who sent a suggestion!

Jeff

MaggiRos

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Sep 26, 2003, 1:49:22 PM9/26/03

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That wouldn't seem to have anything to do with "Restart
numbering" being greyed out. I never do know what to do in
this circumstance. I do know that whatever you do, you MUST
go to Tools/Autocorrect and make sure that on both
"autoformat" tabs you have turned off all the "Apply" or
"Apply as you type" options for lists of any kind. That
helps the numbering issue a lot! Most of the time, it's
enough.

You might try going to Format/Bullets and Numbering and
slecting a different nubering style from the gallery.
Close it. Then go back and try to pick the right one for
the style. Or just change styles then change back. Sort
of like giving it a good slap to bring it to its senses.

It's a huge file with lots of styles. Wouldn't it be easier
to handle in any case if you broke it into smaller files?
So many things slow the doc down when it's that
big--autorepaginating and spell check, just for two.

Maggie

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