Office hacks: Word title content extraction has a trick

Very often, in order to allow readers to have a general understanding of longer documents, we need to create a directory. If we use the manual approach to copy the names of individual chapters and paragraphs one by one, it is obviously too inefficient, so let’s introduce two more efficient extraction methods.

Method 1: Automatic extraction method

If you need to extract the document is written more standardized, has been set up in Word in the directory, then the use of Word can automatically extract the contents of the directory at once.

Open the document in Word, the mouse positioned at the beginning of the text, and then click on the “reference → directory → select the directory list to view and the text of the same directory structure”, so that Word will automatically extract the text of the directory structure, follow the prompts to select and copy out to use (Figure 1).

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By default, this method can only extract three levels of headings. If your document is using more levels of directory structure, then you can click “Customize Directory” in the list in Figure 1, and select the actual directory structure in the window that opens. For example, the original text is a four-level directory, you can set the display level to “4”, and then the “Print Preview” under the directory structure to the same as the text, click “OK”. Other operations are the same as above (Figure 2).

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Method 2: Manual correction method

In practice, many people write documents without pre-doing the directory structure, for this type of document, we will have to create and extract the directory by manual methods.

First, let’s observe the document title type, for example, an article, each title line is composed of “number. Character character character:” format, so to extract the directory will need to batch processing of all title lines. Here is an example of bolded title line content. Open the “Find and Replace” dialog box, and enter “[! ^13]@:” (“[! ^13]” means non-paragraph mark characters, “@:” means the text before the minimum match to “:”, that is, the text of the whole line), click “More ” and then check “Use wildcard”, then click “Replace with” below the “Format” (replace with text box left blank), in the open Replace Font window opens, select “Bold” (Figure 3).

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Then, click “OK” to return to the Find and Replace window, click “Replace All”, the original title line of the font will all be bolded. Continue to click “Find and Replace → Select → Select Format Similar Text”, so that the original title line will be automatically selected by all, follow the prompts to copy it to the target environment can be (Figure 4).

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