Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Putting Style Names Next to Paragraphs on a Printout.

Putting Style Names Next to Paragraphs on a Printout

by Allen Wyatt
(last updated November 22, 2014)

1

Steve notes that, in Draft view, if you set the "style area width" to something like an inch, you can see the style names beside each paragraph of text. This is very handy if you are editing using styles. Steve believes that it would be even handier if you could print the document in this view, so it included the style names beside each paragraph. He wonders if there is a way to do this.

There is no way to do this; unfortunately Word has never provided a way. It is possible to "fake" the data by putting your document text in the right column of a two-column table and typing the names of the styles in the left column, but that approach is not easy at all.

Another approach that seems half-way reasonable is to take a screen shot of your document and then edit the screen shot so that it doesn't include any extraneous information such as ribbons or other on-screen elements. You can then paste the screen shot into another document and print it. One advantage to using this approach is that you can "annotate" the screen shot so that it includes callouts explaining the use of the styles or instructions to the reader.

If you would like a more automated approach, you might try recording or developing a macro that accomplishes the following general steps:

  1. Record the style of each paragraph's style in the entire document.
  2. Change the paragraph formatting of all paragraphs to a style not in use.
  3. Turn on Track Changes.
  4. Go through each paragraph and set the paragraph's style back to the style recorded in step 1.
  5. Print the document with markup showing.
  6. Close the document without saving it.

While the style name won't appear at the left of the printout, as it does on-screen with the style area showing, it will show in the balloons at the right side of the document. (The balloons are put there by the Track Changes feature.)

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (9688) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Putting Style Names Next to Paragraphs on a Printout.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Error Opening Second Workbook

If you try to open a second workbook and you see an error message, it could be because of the way you are opening the ...

Discover More

Deleting All Names but a Few

Want to get rid of most of the names defined in your workbook? You can either delete them one by one or use the handy macro ...

Discover More

Stopping Validated Data from being Overwritten

Data Validation is a great tool to make sure that data entered in a cell meets whatever criteria you decide. Its weakness, ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (ribbon)

Turning Off Smart Quotes for Specific Styles

Smart quotes can be helpful in making a great-looking document, but at times they can be a real pain. Wouldn't it be ...

Discover More

Can't Find or Delete a Style

Using the shortcuts available in the Styles pane to select text can be very helpful. It may, however, be quite frustrating if ...

Discover More

Inserting a Cross-Reference to the First Style on a Page

A common way to set up a header is to have it refer to the first occurrence of a heading on the page. (Think how the headers ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is six more than 8?

2015-08-17 16:57:35

Erica

Do you know if anyone has tried this technique with success?

I am trying it now and Word doesn't display the tracked formatting change for every paragraph. I am sure that the process of "record style, change to a placeholder style, turn tracking on, change back to original style" is happening because I set it up to do the whole process for each paragraph individually and I can see it happen as I step through the code. But when I reapply the original style, the style name doesn't always appear.


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.