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Tips and Tricks - Word

 

 

Style Separator

This inserts a special hidden paragraph mark that allows Microsoft Word to join paragraphs formatted using different paragraph styles, so lead-in headings can be inserted into a table of contents.

Before you can use the style separator feature, you have to add the Style Separator button to your Formatting toolbar. To do this, follow these steps:

  • Click Customize on the Tools menu.
  • On the Commands tab, click All Commands in the Categories list.
  • Select InsertStyleSeparator in the Commands list, and then drag InsertStyleSeparator to the Formatting toolbar.
  • Click Close to close the Customize dialog box.
  • Use style separators in one of the following ways:

    Apply outline levels to lead-in text. To do this, follow these steps:

  • While you are typing, when you reach a point where you want to change the outline level, click the Style Separator button.

    When you click the Style Separator button, the insertion point moves to the right of the separator, so that you can continue typing. You now have text, in one paragraph, delineated by the style separator.
  • Select the text to the left of the separator. On the Outlining toolbar, select the level that you want in the Outline Level box.
  • Use style separators to add a single word or phrase in a paragraph to the TOC. To do this, follow these steps:

  • While you are typing, when you reach a word or phrase in a paragraph that you want to include in the TOC, click the Style Separator button.
  • When you click the Style Separator button, the insertion point moves to the right of the separator, so that you can continue typing.
  • Type the word or phrase that you want to include in the TOC, and then click the Style Separator button again.
  • Select the word or phrase that you want to include in the TOC. On the Outlining toolbar, select the level that you want in the Outline Level box.
  • Insert the style separator between two existing paragraphs.

  • You can use the style separator between two existing paragraphs, so that the first paragraph becomes the lead-in text and appears in the TOC. The second paragraph is the remainder of the text and does not appear in the TOC. To do this, follow these steps:
  • Create two paragraphs of text. Place text that you want to have appear in the TOC in the first paragraph. Place the remainder of the text in the second paragraph.
  • Position the insertion point in the first paragraph, and then click the Style Separator button.
  • The two paragraphs appear to become a single paragraph. The paragraph mark at the end of the first paragraph becomes a style separator. You now have a single, compound paragraph, which shows up as two separate paragraphs in Outline View, but is printed as a single paragraph.
  • Select the text to the left of the separator. On the Outlining toolbar, select the level that you want in the Outline Level box.
  • More Information About Style Separators:

    The style separator is a new feature of Microsoft Word. Style separator tags allow you to do the following:

  • Apply outline levels to lead-in text so that only the lead-in text appears in the table of contents.
  • Apply outline levels to a single word or phrase in a paragraph so that only that word or phrase appears in the table of contents.
  • Apply heading styles to a single word or phrase in a paragraph so that only that word or phrase appears in the table of contents.
  • Include two styles in a single paragraph so that the lead-in paragraph appears in the table of contents.
  • The style separator is a hidden paragraph mark that serves as a delineator between separate styles applied in a document. The style separator mark is visible only when you view non-printing characters. To view the style separator, click Options on the Tools menu. On the View tab, click to select the All check box under Formatting Marks, and then click OK.

    IMPORTANT NOTE: The style separator is a special form of a hidden paragraph mark, so documents created in Word 2002 with style separators appear the same in Word 2000 and Microsoft Word 97, unless you click to select the Show All check box. If you select the Show All check box in earlier versions of Word, the style separator hidden paragraph mark will appear as a normal paragraph mark, and the document will repaginate. You can delete the style separator, whether visible or not, just like any other character. When you do this, the formatting of the text after the separator assumes the formatting of the text before the separator, as expected. Also, when you view documents created in Word 2002 with style separators in earlier Word versions, do not click to select Show All.

    NOTE: The functionality of outline levels is lost if you save the document in a version of Word earlier than Word 2002.