Using The Organizer - Tying Up A Lot of Loose Ends

 Using The Organizer

AdvanceTo Training and Consulting 

I constantly am asked the question why do I have to recreate certain styles or re-set up certain Heading Styles again and again? 

Is there not a quick way to get all of the Character Styles, Multilevel Outline Headings and any other styles into my current document so I don’t have to go through the recreation process again?  Can’t I just go to another similar doc and grab those already made styles?  I answer them in the following way:

You can do a laborious one style at a time by going to the document that has what you need and use Control Shift C and Control Shift V (copy/paste formatting), you can use a Template or you can utilize The Organizer!  So this article is dedicated to the use of the Organizer. .

While this will talk about the Organizer, I want to give you the insight as to why you would need to use it. 

Depending on the type of firm and how tight the control, you may be able to develop a template. maybe not, encouraged to create styles as needed or discouraged from making additional styles. Whatever the situation, as long as you can get to the organizer you can shortcut a lot of the grunt work as per creating styles that fit a particular document type.

I recently had to reformat a set of documents that only SLIGHTLY differed but in terms of formatting, they were essentially the same. So I have four things that I could do as it relates to grabbing a set of styles.

1. I could use Control Shift C and Control Shift V to Copy a style from one document to another one by one.
2. I could create a template and have all of these pre-made styles ready but I may not be willing to yank the text out of the existing document and into the template.
3. I could add all of these helpful styles into the Normal DotM file (the prototype doc that all newly created documents feed off of), but depending on where you work,  they most probably will NOT want the Normal Dot modified (added to or taken from).  Again, Normal Dot is the file that is used as a prototype each time you create a new document.
4. Finally, I could open the Organizer, and on the left side, have open the document that needs the styles and on the right side, have open the document that contains all of the great styles that you put together for a particular document type. Copy them over to the left side and you are good to go. 

So, how do we get to the Organizer? 

1. Go To The Home Tab.
2. Turn on your right side Style Panel
3. Go To The Bottom and choose "Manage Styles" 
4. Choose "Import/Export.
5. Your Organizer will come up initially showing the Normal.dotM file on the right side. Close the Normal.dotM.  That file is the file that all newly created documents use as a model and feed off of.  Once you close it, open the document that HAS the styles you need.
6. The Organizer Dialog Box is split into two pieces.  The left side represents the open document that needs the styles.  The right side of the Dialog Box is used to bring up the document that has the needed styles.  With the document open (in the Organizer Dialog Box), that contains the styles you need, proceed to copy what you need over to the left side of the Dialog Box.  

Once done, close the left side, close the right side and now the document that NEEDED those styles has them available in the right side style palette.

7.  Important Note:  If you are in "Draft" view and you double click on any style in the left side tracking panel (left side), you will see a reference to the Organizer as well in the Dialog Box that comes up.  So you can enter the Organizer from the Left Side Tracking Panel too!

This is a feature you should know about and all of the advantages this gives you in terms of not having to reinvent the wheel over and over again for a group of similar documents.

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This class allows you to not waste development time on each document that you need to style.  So many peripheral topics come up as well when doing this class so you really leave with a deep level of understanding and tips and tricks of the trade that you can make use of right away.

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