Using structured documents

Tekla Tedds for Word
2021
Tekla Tedds Tekla Tedds for Word
2020
Tekla Tedds Tekla Tedds for Word
2019
Tekla Tedds Tekla Tedds for Word
2018
Tekla Tedds Tekla Tedds for Word
2022
Tekla Tedds Tekla Tedds for Word
2023
Tekla Tedds Tekla Tedds for Word
One of the key benefits of creating structured documents is that the structural information can be used by Word to make working with your documents easier and more efficient.

Viewing the structure

In Outline view Word simplifies the text formatting to help you focus on the structure of your document. For example Word indents each heading in your document according to it's outline level.

 

To view your document in Outline view, in Word 2002/2003 open the View menu and click Outline, in Word 2007 open the View tab, and then click Outline in the Document View group.

 

There are also several dedicated outline view commands which allow you to navigate and restructure your document. For example, you can hide all formatting, jump to your table of contents or reorder headings by moving them up or down. In Word 2002/2003 these commands are available from the Outlining toolbar and in Word 2007 they are available on the Outlining tab.

 

Tip: You can view your document in both Outline and Print Layout views at the same time by using either the Split or New Window commands and then changing the view independently for each window.

Hiding calculations

For each pre-defined Tedds paragraph style there is also an equivalent hidden style. The hidden styles allow you to define calculation paragraphs which are normally hidden but when required can be easily shown to reveal more detail.

 

Show/hide Calcs, toggles the visibility of Tedds hidden paragraph styles or more specifically any style that includes the text '(hidden)' in it's name.

Navigating

You can quickly navigate a structured document by using the Document Map. The Document Map is a separate window that displays a list of headings in your document. When you click a heading Word jumps to the corresponding location in your document. You can choose the level of detail to display in the Document Map. For example, you can display all headings or only top-level headings.

 

To open the Document Map, in Word 2002/2003 open the View menu and click Document Map, in Word 2007 open the View tab, and then click Document Map in the Show/Hide group.
 

Modifying formatting

Using the Styles and Formatting window you can quickly modify the formatting of the Styles in your document or change the styles used for document text. For example, if you want to underline all the headings in your document that use Calc 2 Column Heading then you only need to modify the style once and all the headings in your document which use that style will be automatically updated.

 

You can also use the Styles and Formatting window to select all the text in a document that uses a specific style.

 

  1. In Word 2002/2003 open the Format menu and click Styles and Formatting in Word 2007 open the Home tab and click the icon in the bottom right corner of the Styles group.
  2. Right click on the name of the style you want to select.
  3. Click the Select all [n] instance(s) command.
Once selected you can then perform any command on all of the selected text. For example, you can change the paragraph style by clicking on another style in the list.

Inserting a Table of Contents

The easiest way to create a table of contents is to use the outline level's defined by the Paragraph Styles in your document. You can choose how much detail to show in your table of contents by simply specifying which heading levels are included, typically Levels 1 through 5.

 

  1. Click where you want to insert the table of contents.
  2. In Word 2002/2003 open the Insert menu, point to Reference and click Index and Tables. In Word 2007 open the References tab, click Table of Contents in the Table of contents group and then click Insert Table of Contents.
  3. Click the Table of Contents tab
  4. In the Show levels box, enter 5.

Summary

Using the Tedds paragraph styles allows you to create structured documents which can then be easily viewed, navigated and modified using the commands available to you in Word.
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