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  Tuesday, January 24, 2012 – Permalink –

Autonumber Invoices

Creating sequentially numbered documents


Use an Autonew macro to add a sequential number to a document and save it with that number.

In the template from which you create the document, insert a bookmark named Order in the location where you want the sequential number to appear and create an AutoNew macro, as follows:


Sub AutoNew()
Order = System.PrivateProfileString("C:\Settings.Txt", "MacroSettings", "Order")
If Order = "" Then
Order = 1
Else
Order = Order + 1
End If
System.PrivateProfileString("C:\Settings.txt", "MacroSettings", "Order") = Order
ActiveDocument.Bookmarks("Order").Range.InsertBefore Format(Order, "00#")
ActiveDocument.SaveAs FileName:="path" & Format(Order, "00#")
End Sub 


If you do not need to display the number in the document, but just want to save it with a sequential number, there is no need to create the bookmark in the template and you should then delete the second last line of the code.

Article contributed by Doug Robbins
Word MVP Site


Microsoft Knowledgebase:
Macro to Increment Invoice Number to New Form Document


WordTips:
Sequentially numbered Labels

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<Doug Klippert@ 3:25 AM

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  Friday, January 20, 2012 – Permalink –

Customize Envelopes

Your own #10


The default layout for envelopes is not sacrosanct to anyone but the postal service.
You can move objects around; add text and pictures.

GMayor.com:
ChangingWord Envelope Layouts
Graham Mayor

PC Magazine.com
Custom Envelopes in Word


Microsoft Support:
Create individual envelopes and labels
40 minute lesson

About.com:
Customizing Envelopes with Pictures

Slipstick.com:
Printing Labels or Envelopes for Contacts
Inserting Addresses into Microsoft Word Documents

"One of the advantages to using Microsoft Exchange or Microsoft Outlook is the ability to use information from the Address Book in Microsoft Word documents. Exactly how to do it, though, isn't obvious. The key is an AutoText entry called AddressLayout. This article shows you how to change this entry and how to add an Insert Address button to the Word toolbar."


From Answers.com:

"USAGE NOTE The word envelope was borrowed into English from French during the early 18th century, and the first syllable acquired the pronunciation (on) as an approximation to the nasalized French pronunciation. Other similar words borrowed from French in the modern period include envoy (17th century), encore, ennui, ensemble, entree (18th century), entourage, and entrepreneur (19th century). Most retain their pseudo-French pronunciations, with the exception of envoy, which, like envelope, is mainly pronounced with (en) now."



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<Doug Klippert@ 3:38 AM

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  Friday, January 13, 2012 – Permalink –

Personal Information

Clean it up


If you have enabled the "Allow fast saves" feature, earlier versions of your document, that you thought had been deleted, may still be readable.

If the document was edited with "Track Changes" enabled, a name is associated with each change. You can get rid of all the personal information with a few simple settings.

Choose Options from the Tools menu, click on the Save tab, and uncheck the box labeled "Allow fast saves". Now click on the Security tab and check the box titled "Remove personal information from this file on save".

In Word 2003 the check box's title is: "Remove personal information from file properties on save". When you save the file, the Author, Manager, Company, and Last saved by fields are cleared. Names in comments or edits are changed to simply Author. Any routing slip or e-mail header information is also removed. If the document contains tracked changes, you may want to accept them all before saving.

The Allow fast saves option is global. The Remove personal information option is specific to the current file and is present only in Word 2002 and later. If you want that option to be the default, click on the File Locations tab in the Tools> Options dialog and note the folder containing user templates. In that folder, open the file Normal.dot. Check the Remove personal information box as noted above, then save and close the file. All new files created from this point on will have that feature enabled by default.

Also see:
Charles Kenyon's Word Users Guide:

Confidentiality and MetaData in Word Documents

For more information see Office 2007 Resource Kit and the online Help topic.



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<Doug Klippert@ 3:56 AM

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  Sunday, January 08, 2012 – Permalink –

Kearning

More typography


At larger point sizes, it is esthetically pleasing to move some letters closer together than they would normally appear. For instance, the word "To". The letter "o" can be nudged under the arm of the "T":


Kerning
Adjusting (increasing or decreasing) the space between adjoining type characters.
Kearning pair
Two adjoining type characters to which a particular kearning value is applied.
Kearning value
The space between two adjoining type characters. This value is usually measured in em.

From the Word Help file:
  1. Select the text you want to change.
  2. On the Format menu, click Font, and then click the Character Spacing tab.
  3. Do one of the following:
    • Expand or condense space evenly between all the selected characters

      Click Expanded or Condensed in the Spacing box, and then specify how much space you want in the By box.

    • Kern characters that are above a particular point size

      Select the Kerning for fonts check box, and then enter the point size in the Points and above box.
Note: Selecting Expanded or Condensed alters the spacing between all selected letters by the same amount. Kerning alters the spacing between particular pairs of letters.
Microsoft Typography: A Disagreeably Facetious Type Glossary
WebStyleGuide.com: Webstyle Guide - Typography
About.com: Typography Tutorials
Typographica a journal of typography featuring news, observations, and open commentary on fonts and typographic design. Here's the RSS connection: Typographica Feed

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<Doug Klippert@ 3:40 AM

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  Monday, January 02, 2012 – Permalink –

Mail Merge

Personalize mass mailing

Mail merging creates multiple copies of the same document and inserts data from an external file or database. For example, printing a form letter for different recipients and including each recipient's name.
Word mail merge

FAQ about the mail merge feature in Word 2003 and in Word 2007-10 will help you learn how to use Mail Merge to create form letters, mailing labels, envelopes, or catalogs. It can also help you troubleshoot problems; and provides step-by-step instructions.

The Word MVP site has some more suggestions.

About.com:
Mail Merge
Creating Documents With Mail Merge

Cindy Meister:
Mail Merge FAQ


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<Doug Klippert@ 3:07 AM

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  Thursday, December 29, 2011 – Permalink –

Address Layout

Custom layout


When you use the Outlook as a source for addresses, you can customize the display to suit your own needs.

When you use the Insert Address button in the Envelopes and Labels dialog box it does not use the same format as the Insert Address button.

Here's the location to put the Address book on the Quick Access Toolbar in 2007-10:



Here's the work around:
Insert Address Button Does Not Use AddressLayout AutoText Entry

MacroButton; scroll down to Insert Address from Outlook.



Here are two sources with directions about how to reformat the AutoText entry: "AddressLayout".

Slipstick.com
Inserting Addresses into Microsoft Word Documents

Microsoft Knowlegebase:
HOW TO: Modify the Layout of an Address Book Entry




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<Doug Klippert@ 3:47 AM

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  Monday, December 26, 2011 – Permalink –

All Fonts

List maker



Here is a macro that will produce a list of all of the installed fonts.


  1. Open Word.
  2. Use Alt+F11 to open the Visual Basic editor.
  3. Choose Insert>Module from the Menu.
  4. Copy and Paste this code in the module.
  5. Return to Word and go to: Tools>Macro>Macros.
  6. Select and run "InstalledFonts".
Sub InstalledFonts()

Dim F As Integer
Dim InstalledFonts As Table

 'Open a fresh document

Set FreshDoc = Documents.Add

'Create a table and define the header

Set InstalledFonts = FreshDoc.Tables.Add(Selection.Range, FontNames.Count + 1, 2)
With InstalledFonts
.Borders.Enable = False
.Cell(1, 1).Range.Font.Name = "Arial"
.Cell(1, 1).Range.Font.Bold = 1
.Cell(1, 1).Range.InsertAfter "Font Name"
.Cell(1, 2).Range.Font.Bold = 1
.Cell(1, 2).Range.InsertAfter "Example"
End With

'Loop through all the fonts and add them to the table

For F = 1 To FontNames.Count
With InstalledFonts
.Cell(F + 1, 1).Range.Font.Name = "Arial"
.Cell(F + 1, 1).Range.Font.Size = 10
.Cell(F + 1, 1).Range.InsertAfter FontNames(F)
.Cell(F + 1, 2).Range.Font.Name = FontNames(F)
.Cell(F + 1, 2).Range.Font.Size = 10
.Cell(F + 1, 2).Range.InsertAfter "ABCDEFG abcdefg 1234567890 &$@"
End With
Next F
'Sort the names of the fonts

InstalledFonts.Sort SortOrder:=wdSortOrderAscending

End Sub

Also see a more sophisticated macro using Excel from Erlandsen Data Consulting: Display all installed fonts (Excel)



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<Doug Klippert@ 3:14 AM

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  Saturday, December 17, 2011 – Permalink –

Formatting/Layout Suggestions

Publisher/Word


From the Word MVPS.org site:
Typographical Tips from Microsoft Publisher

..."Word is ubiquitous. If you buy a new computer, chances are good that it will come with some version of Office or Works Suite (which includes Word) installed. Word is a powerful word processing program that incorporates many of the features of a page layout application, but there are times when a page layout or desktop publishing application is what is needed. If you are using the Small Business Edition of Office 97 or Office 2007-10, Professional, or Ultimate, you have such a program: Microsoft Publisher.

...even if you use only Word, Publisher can be useful to you. Because once upon a time, at least, it came with an excellent manual. The Microsoft Publisher 97 Companion is a 328-page book (compare this to the 19 pages devoted to Publisher in Discovering Microsoft Office 2000 Premium and Professional), and it contains much material that can be equally helpful to Word users.

For example, the chapter "The Look of Words" discusses what fonts are, how to choose them, and how to get the most from them. The following tips, guidelines, and rules of thumb are excerpted from that chapter [with some comments interspersed]. We have not attempted to reproduce all the illustrations that appear in the actual manual, but even the text alone is helpful."



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<Doug Klippert@ 3:34 AM

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  Wednesday, November 30, 2011 – Permalink –

Make a dash

M-N-Hyphen



From the Word MVP Forum:
Dashes

There are three kinds of dashes, each a bit longer than the other.
You don't need to put spaces before or after dashes (in the US).

Use the hyphen (-) for hyphenating words.

Use the en dash (–) where you would use "to," as in "business hours are 10 A.M. – 5 P.M.," in a range of numbers (pages 17–25), or to link certain compound adjectives like "the Tokyo–Hong Kong flight" or "anti–blood clotting serum."

Use the em dash (—) instead of parentheses—as is done here—to set off a parenthetical phrase. On the typewriter, two hyphens stood in for this dash.


The keyboard shortcuts are:
Alt+0150 for an N dash
Alt+0151 for an M dash or two hyphens in a row

Here's an article from the Editorium.com:
Making dashes easy
By Jack M. Lyon

Meleanie Spiller has an articles on:
Colons, Semicolons, and Em-dashes

Hyphen Hysteria

And:

Interruptive Punctuation




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<Doug Klippert@ 3:10 AM

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  Monday, November 28, 2011 – Permalink –

Embed a show

Stick it in Word



You might like to distribute a short PowerPoint slide show, and include some extra material.

Open Word and PowerPoint.
Arrange the windows so that both applications can be seen.
(Right-click an empty area of the Task bar and choose "Tile Windows Vertically."

Type your introductory text in the Word document.

Switch to PowerPoint and open the PowerPoint file.

In Slide Sorter View, hold down the Ctrl key and select the slides you want to include.

Drag the selected group of slides onto the Word document.

You will only see the first slide in the document, but if you double-click on the image, the PowerPoint show will run.

It will also work in Excel.

(This, of course assumes that the target machine has PowerPoint or PowerPoint Viewer installed)


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<Doug Klippert@ 3:57 AM

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  Friday, November 25, 2011 – Permalink –

Tables

Without reservations


Word is more versatile than Excel or PowerPoint when it comes to manipulating how a table will appear. Go to View>Toolbars Tables and Borders, and also see the Table menu especially, "Table Properties" .
(In 2007 go to Insert Table, or Right click the Table)

Often, you will insert a table at the top of a document, and then later realize that you need to enter text above the table.

A keyboard shortcut to fix this is to place the insertion point in the first cell in the top left corner of the table.

Hit Ctrl+Shift+Enter and Word will move the table down and place the insertion point at the top.

This is also the combination used to split an existing table in two.
(If there are no entries in the cell, the Enter key will move the insertion point. If there is text in the cell or a paragraph above the table, then the Enter key will just start a new paragraph inside the cell.)

Here are some more suggestions from the Word MVPS web site:
Maximising the performance of Word tables

Rutgers University:
Word 2003: tables




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<Doug Klippert@ 3:40 AM

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  Wednesday, November 23, 2011 – Permalink –

Change Case

CAPS - No - caps



Sometimes mistakes are made in setting the case for sentences.
There are four general categories of capitalization:

Sentence Case - The first letter of a sentence is capitalized

Lowercase - all words are in lowercase

Uppercase - ALL CAPITALS

Title Case - All Words Are Capitalized
(This is, really, "Proper case". Title case would be "All Important Words are Capitalized".
Nouns, verbs, adjectives, and adverbs should be uppercase. Common articles, prepositions, and conjunctions should be lowercase
.)
You can make changes to selected text by going to
Format>Change Case
and choosing the correct style. (Including tOGGLE cASE)
You could also use a keyboard shortcut.
Select the text and then hold down the SHIFT key and tap the F3 key to toggle through three of the main cases – All Cap, Lowercase, and Title.

SAP Design Guild:
Quick Guide to Capitalization in English

Technical Communicators' Forum:
Capitalization of Headings and Titles

From The Editorium.com:
Here's a macro to change Heading styles to true Title case:
TITLE CASE MACRO, VERSION 2
By Jack M. Lyon

Word Tips:
Capital after colon

Automatically correct capitalization in most any MS 2007 App.



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<Doug Klippert@ 3:26 AM

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  Monday, November 21, 2011 – Permalink –

Word is full of HTML

Clean up tools


From the Help file:
"When you save Web pages format with Microsoft Word, additional tags are added so that you can continue to use the full functionality of Word to edit your content.

To reduce the size of Web pages, you can save them in filtered HTML. Filtered format removes Microsoft Office-specific tags. If you save in filtered HTML and then reopen the file in Office programs, text and general appearance will be preserved, but some features may work differently.

If you reopen a Web page in Word that you saved in filtered HTML, your text and general appearance are preserved, but you may not be able to use certain Word features in the usual way to edit your files. For example, the appearance of bulleted or numbered lists is preserved; however, some of the Word functionality associated with lists will not be preserved.

If you will need to edit the file later, you can maintain two files: one in Word format and one in filtered HTML format. You can edit the content in the Word document, save it in Word format for future editing, and then save a copy in filtered HTML format."


Using filtered HTML save may not clean everything up. If you need more help see Informit.com:
Clean HTML from Word: Can It Be Done?
By Laurie Rowell.

Also:

HTML Tidy Library Project


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<Doug Klippert@ 3:15 AM

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  Wednesday, November 16, 2011 – Permalink –

Holiday Templates

Make your own stationary


Microsoft Office Online has a group of themed holiday designs.


  • Holiday party invitation
  • Holiday menu
  • Holiday place cards
  • Holiday stationery
  • Holiday thank you card (quarter-fold)
  • Holiday gift certificate
Poinsettias


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<Doug Klippert@ 3:39 AM

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  Wednesday, November 09, 2011 – Permalink –

Idenfify Formatting Inconsistencies

A suggestion I don't suggest



Microsoft Word can detect formatting inconsistencies as you type and then mark them with a blue, wavy underline.You may want to have all the headings in a document formatted the exact same way, but you inadvertently formatted some of them differently. Word can detect these inconsistencies as you are typing and underline them with a blue wavy line to alert you.

Lockergnome:
Check your formatting inconsistencies in Word

Microsoft Word Help:
  1. On the Tools menu, click Options, and then click the Edit tab.
  2. Under Editing options, select the Keep track of formatting check box, if it is not already selected.
  3. Under Editing options, select the Mark formatting inconsistencies check box.
    Formatting inconsistencies will be marked with blue, wavy underlines.
  4. Click OK.
  5. In your document, right-click the blue, wavy underline where a formatting inconsistency has occurred.
  6. Do one of the following:
    To correct the inconsistency, click the command that describes the inconsistency.
    To have Word remove the blue, wavy underline and not correct this inconsistency, click Ignore Once.
    To skip all occurrences of the inconsistency in the document, click Ignore Rule.
PC World: Word 2002 adds fast formatting for stylin' documents.

ShaunaKelly.com: How the Styles and Formatting pane works in Microsoft Word 2002 and 2003  


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<Doug Klippert@ 3:37 AM

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  Wednesday, November 02, 2011 – Permalink –

Word Ranges

Pre-defined locations



When entries are made in a document, Word creates a Story Range to identify what part of the document is being used. These ranges can be used in macros to search for items , change text, or other actions.

This macro, for instance, changes the text in just the header of the first section:

Sub HeaderFooterObject()
Dim MyText As String
MyHeaderText = "This would be your text"
With ActiveDocument.Sections(1)
.Headers(wdHeaderFooterPrimary).Range.Text = MyHeaderText
End With
End Sub

When you use Edit>Replace in Word, it does a fine job of locating all occurrences of the target in the body of the document or in the header or footer.

Something fails, however, when you record the action and try to run it as a macro. To make it work, you must loop through the built in ranges of a Word document.

The exercise is interesting if only for the exposure to the built in ranges such as:

  • wdCommentsStory
  • wdEndnotesStory
  • wdEvenPagesFooterStory
  • wdEvenPagesHeaderStory
  • wdFirstPageFooterStory
  • wdFirstPageHeaderStory
  • wdFootnotesStory
  • wdMainTextStory
  • wdPrimaryFooterStory
  • wdPrimaryHeaderStory

    and
  • wdTextFrameStory.
See this article for more information: Word.MVPS.org:
Find and replace with VBA
 

Also: Microsoft KB
VBA macro examples to insert text into a document



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<Doug Klippert@ 3:39 AM

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  Friday, October 14, 2011 – Permalink –

Do You Like Like Type?

Or do you love it?


Fonts have traits, character, even spirit. Witchita University ran a psychological study on how people "feel" about typefaces.


" This study sought to determine if certain personalities and uses are associated with various fonts. Using an online survey, participants rated the personality of 20 fonts using 15 adjective pairs. In addition, participants viewed the same 20 fonts and selected which uses were most appropriate.

Results suggested that personality traits are indeed attributed to fonts based on their design family (Serif, Sans-Serif, Modern, Monospace, Script/Funny) and are associated with appropriate uses.

Implications of these results to the design of online materials and websites are discussed."


Personality of Fonts




For instance when it came to business documents, 78.2% chose Times New Roman, 75.6 thought Cambria was appropriate, while only 5.3% wanted their attorney to use Gigi.




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<Doug Klippert@ 3:24 AM

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  Monday, October 10, 2011 – Permalink –

Default Save

Choose your own location



When you choose to save most Office files, the Save dialog box defaults to the Documents or My Documents folder.

(The following directions work in 2007-10, but you need to click on the Office button in the upper left corner of the Window)

Word
you can change the default location by going to Tools>Options. On the "File Locations" tab you can modify the storage location.
Excel
Tools>Options. On the "General" tab change the default location.
PowerPoint
uses Tools>Options and the "Save" tab.
Access
Tools>Options and the "General" tab for Databases and Projects
Publisher
Tools>Options "General".
Outlook
will make you take an underground tour into the Registry to change the location to save e-mail attachments.
FrontPage/Expression Web
appears to require the same sort of spelunking.


Change the folder where e-mail messages and attachments are saved

Also:
D.C. Everest school district Weston, WI:
Office Default Paths

If you don't want to change the default, but would like to be able to quickly go to an alternate site, open the Save or Save Attachment dialog box. On the left side of the box is the Places Navigation bar. If you click the Desktop icon, that location will be used to save the file.

You can add spots to the bar. Browse to the specific folder. Highlight the folder and click the down arrow beside the Tools option. Select "Add to My Places."

The file or e-mail attachment can then be saved where you want.




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<Doug Klippert@ 3:30 AM

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  Monday, October 03, 2011 – Permalink –

Plain Language

Twaddle free




THE WHITE HOUSE
June 1, 1998

MEMORANDUM FOR THE HEADS OF EXECUTIVE DEPARTMENTS AND AGENCIES

SUBJECT: Plain Language in Government Writing
"The Federal Government's writing must be in plain language. By using plain language, we send a clear message about what the Government is doing, what it requires, and what services it offers. Plain language saves the Government and the private sector time, effort, and money."

The Plain English Network
Plain language can be understood by YOUR reader at first reading. It doesn't mean writing for a certain grade level - it means organizing and writing for your reader. Writing in plain language saves time and money for writers and readers.

Introducing Plain Language

Plain language matches the needs of the reader with your needs as a writer, resulting in effective and efficient communication. It is effective because the reader can understand the message. It is efficient because the reader can read and understand the message the first time.

Also:
LegalWriting.net
Plain language produces clear, concise, and readable documents


And then for no reason ,other than most writing is twaddle, here's a review of:

How Mumbo-jumbo Conquered the World:
A Short History of Modern Delusions
by Francis Wheen.





It's entitled: "Twaddle unswaddled".
Appropriate or not, it is fun to say.


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<Doug Klippert@ 7:28 AM

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  Sunday, September 25, 2011 – Permalink –

Lables by Merging

Demos


As part of their series of demos, Microsoft has information on creating mailing labels from a database, or mailing list.

Create labels with mail merge

Here is another entry concerning some of the fine points.

More label info

Also, if you place a graphic in the first cell, it will be duplicated in each box.




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<Doug Klippert@ 3:25 AM

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  Wednesday, September 21, 2011 – Permalink –

Index Concordance

Order!


Creating a Table of Contents can be easy if you use Styles. Word will automatically insert a TOC when you place the insertion point and then use Insert>Reference Index and Tables and choose Table of Contents.
(2007 – Reference Tab>Table of Contents group)

An Index or Concordance can be more difficult.

In a larger document, you may want the reader to be able to locate key words. You could go through the whole document and mark each word you want included, but there is an easier way.
  1. Make a list of the important words.
  2. Create a two-column table in a new document.
  3. In the first column, enter the word or phrase.
  4. In the second column, enter the index entry
    (If you need a sub-category, type the main entry followed by a colon (:) and then the sub category.)
  5. Save the file.
When it comes time to create the Index, place the insertion point, go to Insert>Reference Index and Tables. Choose Index and then AutoMark. (2007 – Reference Tab>Index group) Browse to the location of your Index file. Word will now automatically use your list to mark the main document and insert an Index.

Also: Word for Word: An Index or a Concordance for Your Book?
Microsoft KB: How to create a table of contents and index with field codes in Word
 



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<Doug Klippert@ 3:40 AM

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  Friday, September 16, 2011 – Permalink –

Legacy Files from 2007

Go back


Read this article closely. If you work in a situation where you need to work with legacy (pre-2007) files, it may be handy.

If you do most of your work in 2007, I wouldn't bother.


"When you use Windows Explorer or the desktop to create a new 2007 Microsoft Office file, a new Office file is created in an XML file format (.dox or .xlsx). For example, this behavior occurs when you right-click the desktop, you point to New, and then you click Microsoft Office Word Document. By default, files that you create in the 2007 Office system are in XML file formats.

This article is about how to create legacy Office files, such as .doc files, .xls files, .ppt files, or .mdb files in the 2007 Office system. You can create legacy Office files without opening any Office applications. To do this, you must modify some settings. The modified settings will apply to all the users who log on to the computer."


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<Doug Klippert@ 3:45 AM

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  Wednesday, September 14, 2011 – Permalink –

Troubleshoot

Problem solvers



If you have trouble opening a Word document, or it is not working well, try these suggestions:

FIRST
Delete all of Word's temp files.
  1. Go to Edit>Replace
  2. Make sure to include all of your local drives in the search and that "include subfolders" is checked.
  3. Search for:
    *.tmp
  4. Then delete all these temp files.
Word leaves shards of temp files wherever the document file was stored. Word's temp files start with a tilde (~), so in most cases you can delete: ~*.* SECOND
  1. Use Edit>Find to locate Normal.DOT.
  2. Rename it (Normal.OLD) or delete it. Word will create a new copy when it restarts.
The only caveat here is be careful that you don't have important macros stored in Normal.DOT. If you rename, you can recover them. THIRD
If that does not correct the problem, try this next step:
  1. Go to Start>Run and type:
    winword.exe /a
    (Note that there is a space before the /a)
  2. Then press ENTER. This starts Word without any add-ins, global templates, or Normal.DOT.
    Look in Tools>Templates and Add-ins to see if there are any files that can be un-checked.
If you need even more help, go to: 
Knowledge base: How to troubleshoot problems that occur when you start Word or when you work in Word

How to troubleshoot problems that occur when you start or use Word 2007, Word 2003, or Word 2002



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<Doug Klippert@ 3:21 AM

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  Tuesday, September 13, 2011 – Permalink –

VBA, Named Arguments

An easier read


Use named arguments for cleaner VBA code.


Most likely, you use positional arguments when working with VBA functions. For instance, to create a message box, you probably use a statement that adheres to the following syntax:

MsgBox(prompt[, buttons] [, title] [, helpfile, context])


When you work the MsgBox function this way, the order of the arguments can't be changed.

Therefore, if you want to skip an optional argument that's between two arguments you're defining, you need to include a blank argument, such as:
MsgBox "Hello World!", , "My Message Box"


Named arguments allow you to create more descriptive code and define arguments in any order you wish. To use named arguments, simply type the argument name, followed by :=, and then the argument value.

For instance, the previous statement can be rewritten as:

MsgBox Title:="My Message Box", _
Prompt:="Hello World!"


(To find out a function's named arguments, select the function in your code and press [F1].)



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<Doug Klippert@ 3:59 AM

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  Thursday, September 08, 2011 – Permalink –

Word Math

An Add-in, of course


Microsoft has a downloadable add-in for Word called Microsoft Math.


"To use the add-in, open Word 2007, type Alt-= to create a RichEdit math object, type an equation or expression, and right-click on the equation to see options for solving and graphing within Word."



Math Add-in




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<Doug Klippert@ 3:54 AM

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  Sunday, September 04, 2011 – Permalink –

Merge to more than one document

Custom content



In the Data Source, include a field for the type of letter the recipient requires.

In the Main merge document, enter IF fields, such as:

{IF {MERGEFIELD "LetterType"=1} {INCLUDETEXT "C:\\Project\\Letter1" \* MERGEFORMAT} ""}
{IF {MERGEFIELD "LetterType"=2} {INCLUDETEXT "C:\\Project\\Letter2" \* MERGEFORMAT} ""}


  • The curly brackets { } cannot be entered from the key board. Either use Insert>Field, or Ctrl+F9.
  • Word uses spaces in the If..Then..Else statement.
  • The last two quote marks "" are "empty" , so nothing will be entered.
  • Notice the \\ in the path statement. A path is not needed if the Main document is in the same folder as the letters.
  • To see the field codes, use Alt+F9 to toggle the view on and off.
Letters 1 and 2 can have completely different texts, formats and layouts. One can be an invitation to a sale, the other can be a dunning letter. (To carry over different formatting, leave out the \* MERGEFORMAT switch)

After setting up the main document for mail merging, insert all of the fields you want to merge.

Copy the individual fields and paste them in the correct locations in Letter 1 and 2.

Go back to the main document and erase all of the text and fields EXCEPT for the IF statements.

Letters 1 and 2 do not have to be set up a merge docs, or connected to a data source. Their text will be inserted in the Main document depending on the field type.


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<Doug Klippert@ 3:19 AM

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  Tuesday, August 30, 2011 – Permalink –

Curly Quotes be gone

Stop them up front


Word, by default, uses curly (“ ”) rather than straight quotes(" ").

Here's an article that shows how to go into Word options and turn this Auto feature off.

Next we need to turn off Moe and Larry




Curly quotes




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<Doug Klippert@ 3:04 AM

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  Tuesday, August 16, 2011 – Permalink –

Migrate to Word 2007-10

Move the parts.


If you've been having trouble with converting to Word 2007, this might help.

This topic discusses migration considerations for Microsoft Office Word 2007, including:

  • Migrating files to the new file format

  • Migrating AutoText entries

  • Migrating customizations

  • Migrating Add-ins

  • Migrating AutoCorrect entries

  • Migrating the data key
Microsoft - Migration considerations

Changes in Word 2010



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<Doug Klippert@ 3:30 AM

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  Wednesday, August 10, 2011 – Permalink –

Font Lister

A look see


I haven't seen, lately, how many fonts you can have on a machine, but I know it's a lot more than earlier versions.

Here is a free download that will create an HTML file that will show all the fonts installed on your computer.

"Using FontList, you can change the predefined sample text, exclude seldom used fonts from the list and change the path for the HTML file.

In your browser, you can change the style of a font and zoom in on a font. You can also view the character map of a font. And, for some, maybe the most important feature, you can create a print out of all your fonts.




FontList




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<Doug Klippert@ 3:22 AM

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  Monday, August 08, 2011 – Permalink –

Match Format Paste

Copy/Paste formatting in Word, PowerPoint or Excel



When you copy information from a Web page or another document, the formatting will also be copied.

To match the formatting of the target document, copy the text and place the cursor where you want to insert the copy.

Then, go to Edit>Paste Special, and select the Unformatted Text option.
(Click the arrow under Paste in the Clipboard group on the Home tab in 2007)

The clipboard text will be pasted to match the target.

Another way when using Word 2002 + is to click on the "Smart icon" that appears at
the lower right corner of the pasted text. You can then choose to keep the original formatting, match the destination formatting, keep text only, or apply a new style.

An additional way to transfer just the formatting between documents is to highlight the text with the formatting you wish to copy and then hold down the Ctrl key and the Shift key and press the C key (Ctrl+Shift+C). Release the keys. Select the text you want to have formatted. Hold down the Ctrl key and the Shift key and press the V key (Ctrl+Shift+V). Only the formatting is copied, not the text.
In Excel use Edit>Paste Special and select the "Formats" option.

TechTrax:
What's So Special About "Paste Special"?
by Linda Johnson, MOS

Paste Special can also be used with graphics.

You can change Word's default behavior; choose whether to paste Inline or Floating.

Microsoft Word MVPS FAQ


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<Doug Klippert@ 3:59 AM

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  Saturday, July 23, 2011 – Permalink –

Page Breaks

Demo tutorial


You can control when Word decides to break for a new page.

Ctrl+Enter is the keyboard shortcut, but there are a number of variations.


This MS link has both Demos and text tutorials.
Page breaks

BTW; a merged document is made up of Section breaks, not Page breaks.

For ease of printing, Replace ^b with ^m



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<Doug Klippert@ 3:23 AM

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