Levit & James, Inc.

Although it may seem simple, building a properly-structured Word template file is very tricky. This is particularly true when the template will contain outline styles, that is, styles that will be used in outlines in the document.

The following is a set of procedures for creating a template document that contains clean and stable outlines along with other styles to be used in Microsoft® Word documents.

1. Using a new Normal.dot, create a new, blank template (I will refer to this as MyTemplate.dot). You can also just use the new Normal.dot. You should use a new Normal.dot to ensure that there are no ListTemplate objects that get automatically inserted into MyTemplate automatically. You can check this in the Immediate window in the VB Editor by typing
   
   ?ActiveDocument.ListTemplates.Count
   
   If you get anything but 0, START OVER WITH A NEW NORMAL.DOT; once a ListTemplate object is created inside a document/template, it cannot be deleted.
   
   To create a new Normal.dot, rename the Normal.dot in your User Templates directory, then launch and close Word. A new Normal.dot will appear in the User Templates directory.

2. FOR EACH OUTLINE you wish to be contained in MyTemplate.dot, do the following:

   1. Create a new Word document (we refer to this as MyDocumentN.doc, where N is an outline index number)

   2. Insert one paragraph per level in the outline. Type text in each paragraph associated with the Style name that you will use for that level.

   3. Create the Styles in the outline, but do not (yet) set up the numbering; create shortcut keys if desired.

   4. Apply each Style to its respective paragraph.

   5. Select all of the paragraphs, and select “Format | Numbering”.

   6. Click “Reset”.

   7. Select an outline from the samples, and click “Customize”.

   8. For each level in this outline, set the following:

      1. Number format
      2. Number style
      3. Font
      4. Number position and text position
      5. Linked Style
      6. Other settings as desired

   9. Click “OK”.

   10. Indent or tab each paragraph until the proper outline level is set.

   11. Copy and paste each outline paragraph into MyTemplate.dot.

   12. Delete each outline paragraph in MyTemplate.dot.

   13. Save MyDocumentN.doc for future use.

3. Create all other non-outline styles to be contained in MyTemplate.dot.

4. Save MyTemplate.dot. This template should now have one ListTemplate per outline, with the proper Linked Styles for each level in the outline.

One comment: If you save the MyDocumentN.doc files for the outlines you've created, then you can easily re-construct your custom template document by re-performing steps 1, 2K, 2L, 3, and 4 above.

Yes. Word comes with over 100 built-in Styles for you to use with your documents. Even with no customized Styles, these Styles will allow you standardize your documents and take advantage of the tremendous time savings that accompanies the proper use of Styles. Stylizer will help you put the paragraphs in your documents into those Styles.

In Word, a Paragraph Style is a formatting definition for paragraphs in a document. That is, you can completely change the appearance and function of a paragraph by simply modifying its Style definition. The Style definition includes font properties, paragraph alignment, indentation, and spacing, numbering, and tab stops, as well as other less-used features.

Some of the advantages of placing all of the document's paragraphs in Styles are the following:

• Documents will be uniformly formatted.

• Like paragraphs can be modified very quickly through Style re-definition, rather than modifying the document paragraph by paragraph.

• Numbering will be correct for all outlines in the document.

• Standardization of documents for multiple users in an organization can be easily accomplished.

All training organizations agree that proper definition and use of Styles can offer Word users tremendous time savings. In fact, once a set of Styles have been properly constructed, it will be much faster to format new documents by putting its paragraphs in Styles, instead of formatting each paragraph individually.

Believe it or not, Word documents can become unstable over time. That is why some organizations make it a policy to re-build documents that come in from external sources or that have an unknown editing history.

Re-building a document from scratch is a painfully tedious and time-consuming process. This process involves copying the text in the document AS UNFORMATTED TEXT to a new document and re-formatting the document, piece-by-piece, and re-creating footnotes, endnotes, tables, comments, etc. This is the only way to ensure that the document is clean and stable. A medium-sized document can take hours to rebuild, depending on its content.

The Stylizer Preprocessor automates much of this process, turning hours of work into 10-15 minutes. Not only does the Preprocessor re-create character formatting, paragraph indentation and alignment, comments, footnotes and endnotes, but it also tags the locations of tables and graphics for easy re-generation.

After processing, Stylizer provides a summary table at the beginning of the new document for easy reference. After the document has been completely re-built, this table can be removed. Now the document is ready for use with the Stylizer Paragraph Wizard or the Whole Document Wizard.

Stylizer does NOT need to be routinely run on documents converted by Levit & James’ popular CrossWords utility.

Stylizer comes equipped with an easy-to-learn, easy-to-understand interface that makes the application of Styles simple for any Word user. The bulk of training required is that of learning what Styles are and what each of the Style definitions is (i.e., which Styles to employ with which paragraphs).

The Paragraph Wizard is analogous to Word’s “Find-and-Replace” feature. The user simply clicks in a paragraph and clicks on the Stylizer Paragraph Wizard button (flashlight icon) on the Stylizer toolbar. The Wizard-style interface will allow the user to make informed decisions concerning search criteria, new Style application, and templates. There is a preview feature in case the user is unsure what the paragraph will look like once the new Style is applied.

The Whole Document Wizard is for intermediate users who wish to save time by processing entire sections or even the entire document at once. It provides a step-by-step dialog to guide you through the process; once you become familiar with the process, you can easily skip the first few steps and process the document with as few as two mouse clicks. Simply click on the Stylizer Whole Document Wizard button (lighthouse icon). Through the Wizard interface, advanced users can develop Schemes to be used to teach Stylizer about specific selections for paragraph groups, so that, when used with future documents, Stylizer can auto-fill new Style settings.

If you will be using the Stylizer Preprocessor, minimal additional user training is required to familiarize users with what the Preprocessor does and what manual operations will be required to complete the reconstruction of Word documents.

Styles are stored in two places: documents and template files. When a new document is created, it will contain the Styles that are in the template from which it was created (by default, this is the Normal.dot(m) template).

If you wish to apply a standard set of Styles to existing Word documents, this is best accomplished by defining the Styles in a separate Word template file, and either attaching the template to the document, or copying the Styles into the document from the template either through the Word function or with the functionality built into Stylizer.

Note that simply attaching a template file to a document does not mean that all Styles in the template will be automatically copied into the document. However, once the Style is copied into the document, it can then be automatically updated if the "Automatically update document styles" box is checked in Word’s Templates and Add-Ins dialog box.

Therefore, if you wish to employ a standard set of Styles, create a template file containing those Styles (and optionally, any macros, toolbars, and autotext items) and push a copy to each user in the organization. Then, when the user is running Stylizer, the template can be attached and used with each document.

For medium- and large-sized documents, putting paragraphs in the correct Style can be a daunting task. Typically, documents exhibit one or more of the following characteristics:

•    Paragraph numbering is manually typed.
•    First-line indentation is accomplished through a combination of spaces and tabs.
•    Paragraph indentation is inconsistent.
•    Spacing before and after paragraphs is inconsistent.
•    Character formatting (i.e., bold, italic, underline) is directly applied.

To apply Styles to the document’s paragraphs, you have to 1) identify the proper Style for like paragraphs for every paragraph, 2) apply the Style manually, 3) manually re-apply the direct character formatting (sometimes), 4) manually delete manually-typed paragraph numbering, 5) manually delete leading spaces and tabs, and 6) manually delete empty paragraphs used for vertical spacing.

Stylizer automates this process, thereby turning hours of tedious manual processing into minutes. With Stylizer, you can apply a new Style to an entire group of paragraphs at once, either with the Paragraph Wizard, which employs a Search-by-Example methodology, i.e., analogous to Word’s “Find and Replace” function, and the Whole Document Wizard, which allows you to process an entire section or even the entire document with as few as two mouse clicks.

Stylizer can recognize all types of paragraph numbering, whether implemented through Styles, ListNum fields, or manual typing. Stylizer can preserve all bold, italic, and underline character formatting, delete leading tabs and spaces, and delete empty paragraphs before and after affected paragraphs.

Stylizer also comes with full functionality for attaching templates or copying Styles from templates, in order to help users properly implement an organization's standardized set of Styles.

No. In many cases, the functionality provided by Word is quite adequate for defining the customized Styles you wish to employ. In more advanced situations, there are several very capable macro packages to assist with the creation of Styles.

Stylizer is compatible with Windows XP, Vista and Windows 7.

Stylizer supports the following version of  Microsoft Word versions 2002/XP, 2003, 2007, and 2010.

Yes.

Yes, with an /s switch from the command line.

As of version 4.0, Stylizer has changed the location of the LICENSE.INI.

The new default location for Windows® XP/2000 users is:


For Windows Vista the default folder is:

In all previous versions of Stylizer, the LICENSE.INI must be copied into the Stylizer program folder. By default, this folder is:

The downloadable images are available by clicking on this link.

Yes. Using the Whole Document Wizard, you have a choice to allow Stylizer to group paragraphs in a section or for the entire document. Additionally, you can group like paragraphs in different sections separately, by selecting the appropriate Grouping Range in the Paragraph Grouping dialog.

Using the Paragraph Wizard, you can set the search criteria to apply to the current section only in the Search-By-Example dialog (new to Version 2.1).

You should be familiar with your organization's set(s) of Styles, or with the Styles that are built into Word if your organization does not have a standard for Styles. If, however, you are not sure which Style to apply to a particular paragroup group, both the Paragraph Wizard and the Whole Document Wizard come with a Preview feature that allows you to view the sample paragraph(s) before and after the application of the new Style.

In the Preview dialog, you can optionally modify the new Style. Once you find the Style you wish to use, click on Apply, and the change will be reflected in the Apply New Style dialog (Paragraph Wizard) or the Group Results dialog (Whole Document Wizard).

Using the Whole Document Wizard, you employ Schemes to use previous new style settings for each paragraph group found in the document. I.e., once you've made the decision as to what Style to apply for each paragraph in a paragraph group, save the information and use it for all such paragraph groups in future documents.

A Stylizer Scheme is a feature in the Stylizer Whole Document Wizard whereby you can save paragraph grouping criteria and associated new Style settings for different paragraph groups using those criteria. When you make changes in the Paragraph Grouping dialog and/or the Group Results dialog, these changes may be saved into a Scheme for use with future documents. For each paragraph group found in the document, Stylizer queries the currently-selected Scheme to see if that group is contained in the Scheme.

If any paragraph group is found in the Scheme, the new Style settings for that paragrah group will automatically be filled into the Group Results form; the user need not make the same decision again. If one or more paragraph groups are not found in the Scheme, then Stylizer will allow you to save the paragraph group information in the Scheme along with the associated new Style settings.

Before deploying Stylizer, administrators may wish to develop Stylizer Schemes for each document type and deploy the custom Schemes also. This will ensure that for each paragraph group which Stylizer will find in the users’ documents, the same Style will be applied. It will also provide tremendous time savings for the users.

NOTE: If you wish to make a Scheme “read-only”, provide it a name surrounded by parentheses, e.g., “(My New Scheme)”.

There are rare cases when empty paragraphs should be used for vertical spacing in a document. In all other cases, vertical spacing should be employed through Space Before OR Space After in each style definition.

When running the Paragraph Wizard or Whole Document Wizard, empty paragraphs can be deleted before and/or after affected paragraphs. However, if you have not run Stylizer on each paragraph, there may be empty paragraphs remaining in the document. Click on the Delete Empty Paragraphs button (crossed-out paragraph icon) and all remaining empty paragraphs in the document will be quickly deleted.

Use the Stylizer Paragraph Wizard if you wish to monitor the application of Styles paragraph-by-paragraph because either you are unsure of which Styles to apply to similar paragraphs in the document, or you are unsure how the paragraphs in the document should be grouped.

Use the Stylizer Preprocessor when you are unsure of your Word document’s editing history and wish to guarantee that the document is clean and stable.

Use the Stylizer Paragraph Wizard if you are familiar with the organization’s standard set of Styles, and you wish to quickly apply Styles to different groups of paragraphs at one time. Organizations that wish to make this easy for users should devote some time to developing Stylizer Schemes, so that the choices required for users will be minimal.

There are two possible reasons why the Stylizer toolbar does not appear on your Word screen.

The first reason may be that it is simply “turned off”. To turn on the Stylizer toolbar, right-click in the toolbar region of the Word window and make sure that LJStylizer is checked.

The second reason is that there may be a problem in your Stylizer installation. During installation, Stylizer places a shortcut to the Stylizer.dot template file into your Word Startup directory. If the installation kit encountered a problem determining your Word Startup directory, this shortcut will be missing. Simply re-create this shortcut in the Word Startup directory by right-clicking on the Stylizer.dot file in your Stylizer program directory, dragging the file to the Word Startup directory, and selecting “Create Shortcut(s) Here”.

The location of the Word Startup directory will differ, depending on your version of Word:

Word 2000:

There are two Word Startup directories.

• The first startup directory will be under your Office directory:

           c:\Program Files\Microsoft Office\Office\Startup (the "Historical" Startup location)

• The second startup directory will be listed on the Tools | Options | File Locations tab under Startup. In general, this location will be different for each user.

Word 2002/XP:

There are also two Word Startup directories.

• The first startup directory will be under your Office directory:

• The second startup directory will be listed on the Tools | Options | File Locations tab under Startup. In general, this location will be different for each user.

Word 2003:

There are also two Word Startup directories.

• The first startup directory will be under your Office directory:

• The second startup directory will be listed on the Tools | Options | File Locations tab under Startup. In general, this location will be different for each user.

Word 2007:

There are also two Word Startup directories.

• The first startup directory will be under your Office directory:

• The second startup directory will be listed on the Tools | Options | File Locations tab under Startup. In general, this location will be different for each user.