Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. 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

Written by Allen Wyatt (last updated September 12, 2020)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365


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, 2013, 2016, 2019, and Word in Microsoft 365. 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

Word and Character Count Information

Using fields you can easily insert both the word and character counts for a document into the document itself. As those ...

Discover More

Viewing Comments

Adding comments to a document is a normal activity when writing and editing. Once comments have been added, you may ...

Discover More

Associating a Name with a Position

Wouldn't it be great if Word allowed you to have a small pop-up that showed you some information associated with a ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

Deploying Standard Styles through an Organization

When you are working with Word in an organization (regardless of how many people), standardizing styles and their use can ...

Discover More

Bold Turning On by Itself

Word always relies on styles to define how text appears in your document. If you don't understand how Word applies ...

Discover More

Using Hidden Styles

Using styles to format templates can save a lot of time and ensure consistency when working on several documents. Some ...

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}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. 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 two minus 1?

2020-09-14 08:51:31

Wayne

Hi Allen,
Your tip seems more labor-intensive than I'd like. Here's a suggested tweak to reduce the manual effort:
Let's refer to the original document as "HasStyles.docx"
1. Save a copy of "HasStyles.docx" (Let's call it "NoFormatting.docx")
2. Open "NoFormatting.docx" and clear formatting of all paragraphs.
3. Save and close "NoFormatting.docx".
4. Compare the two documents (from under the 'review' menu): use "NoFormatting.docx" as the original document, and "HasStyles.docx" as the revised document. The track changed version that results indicates the styles which were applied to "NoFormatting.docx" to bring it back to the state of "HasStyles.docx". In essence, each paragraph (or paragraph range if they are contiguous) is now tagged with the style that was applied to it.
5. Print the document with markup showing.


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.

Videos
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.