Friday, November 27, 2015

Page Numbers

A baker's dozen of ideas

Here is a collection of tips about how to display information in Headers and Footers.

Field codes are demonstrated. Remember that the brackets {} must be inserted with Ctrl+F9, not directly from the key board.

Here's one suggestion:

Display the word "more" at the bottom of every page except the last page.

Insert an "if" field into the footer.

The field in this case will be a compound entity that consists of two fields nested within a third field.

{ IF { PAGE } = { NUMPAGES } "" "more" }
  1. Position cursor where you want the field.
  2. Press Ctrl+F9 to insert the field braces.
  3. Type the field expression as it appears below, using Ctrl+F9 and arrow keys as needed to keep text within the various braces as you type.
    { IF { PAGE } = { NUMPAGES } "" "more" }
  4. Select the entire expression.
  5. Right-click the selection and choose Toggle Field Codes.
    (or use Alt+F9)
Headers and footers and page numbers

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Thursday, November 19, 2015

Automate Word Tables

VBA examples and instructions

The Microsoft Developer's Network has a pretty comprehensive article on programmatically working with data and Word tables.

"You can look at the world as split into applications that store data (databases) and applications that present information, such as Microsoft Office Word 2003 and Microsoft Office PowerPoint 2003. Increasingly, the end user demands to display database content in documents and presentations.

While Word does provide some tools for displaying tables from databases in its documents, these are somewhat rudimentary, they require a basic understanding of how the database is built, and using them involves a number of steps. In addition, there may also be security and access issues involved, requiring additional layers of protection.

The developer is therefore increasingly confronted with the task of transferring data into Word, whether in the form of tables, or as part of the document text. This article considers some of the major aspects of using the Word object model to work with tables."

  • Introduction to Automating Tables
  • Creating Tables Programmatically in Word
  • Populating Word Tables with Data
  • Adding Linking in Word Tables Programmatically
  • Extracting Data from Word Tables Programmatically
A downloadable document is also available for those of us still addicted to paper. Automating Word Tables for Data Insertion and Extraction.

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Monday, November 16, 2015

Kürzungen für jeder

Accessibility Shortcuts

Several resources are available to help increase speed and effectiveness for keyboard users. Here are keyboard shortcuts for leading Microsoft products that help save time and effort and provide an essential tool for some people with mobility impairments.

  • Internet Explorer (11/10/9/8/7/6)
  • Office (2013/2010/2007/2003)
  • PowerPoint
  • Publisher
  • Windows (8/7/Vista/2003/XP/2000)
  • Windows Media Player Keyboard Assistance.

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Thursday, November 12, 2015

Mail Merge Page Printing

One big page

After completing a merge to a new document, the status bar may indicate that the insertion point is located on page 1 of 38 pages. This is a bit of mis-information.

If you turn on Show/Hide and look at the merged document in Normal view, you'll see that the merged document has section breaks rather than page breaks.

If you try to print what should be Page 1, the entire document will print.

To print just the first section, use "s1" in the Print dialog box.

Another way to handle it is to go to Edit>Replace and replace

"^b" (section break)


"^m" (manual page break)

In the Pages box, type instructions to print one of the following:

Noncontiguous pages

Type the page numbers with commas between them. Type the range of pages with a hyphen between the starting and ending numbers in the range. For example, to print pages 2, 4, 5, 6, and 8, type 2,4-6,8
A range of pages within a section

Type p page number s section number. For example, to print pages 5 through 7 in section 3, type p5s3-p7s3
An entire section

Type s section number. For example, type s3
Noncontiguous sections

Type the section numbers with commas between them. For example, type s3,s5
A range of pages across sections

Type a range of page numbers and the sections that contain them with a hyphen between the starting and ending numbers in the range. For example, type p2s2-p3s5

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Wednesday, November 11, 2015

Graphics from the '50s

Remember it the way you want to

Original fifties clipart? Just in time for the holidays, some Ozzie and Harriet style pics.

"Most communities in the fifties had small town print shops that doubled as printers of local news and advertising papers. These printers could not afford graphic artists so they used stock clipart supplied by large companies who distributed common graphics for use in advertising sections of the papers. They were provided for the printer in lots of categories to meet any advertiser's needs."

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Thursday, November 05, 2015

Merge Pictures

Different picture to every letter in a mail merge

A variation of this technique could also be used with an IF statement to display different pictures based on some criteria, such as Zip code.
  1. Open the Excel worksheet that you use as the mail merge data source.

  2. Insert a new column that has a column heading such as Picture.

  3. For each row of the Excel worksheet, insert in the Picture column the path and the file name of the picture that you want to use for that record of the data source. Additionally, enclose the path and the file name in quotation marks (").

    For example, copy the path and the file name of the picture in Windows Explorer. Then, paste the path and file name into the Excel worksheet.

    Note The path and the file name of each picture in the Picture column will appear similar to the following example:

    "C:\Documents and Settings\username\My Documents\My Pictures\foldername\filename.jpg"

  4. On the Edit menu, click Replace. Then, replace each instance of a single slash mark (\) with double slash marks (\\) in each path.

    For example, each path should now look similar to the following example:

    "C:\\Documents and Settings\\username\\My Documents\\My Pictures\\foldername\\filename.jpg"

  5. Save and then close the Excel worksheet. Then, quit Excel.
In Word, follow these steps:
  1. Open the mail merge main document.

  2. If the Excel data source is not attached, attach the data source. To do this, go to Step 3 of 6 in the Mail Merge task pane. Click Browse, and then attach the Excel data source.

  3. Click Next: Write your letter.

  4. In the mail merge main document, move the insertion point to the location where you want the picture to appear.

  5. On the Insert menu, click Field.

  6. In the Field dialog box, click IncludePicture under Field names, and then click OK.

    Note You may receive the following error message:

    Error! Filename not specified

  7. Press ALT+F9 to display the field codes in the mail merge main document. You will see a field that is similar to the following field:


  8. Move the insertion point into the field immediately following INCLUDEPICTURE.

  9. Press the SPACEBAR, and then click More items on the Mail Merge task pane.

  10. In the Insert Merge Field dialog box, click the picture merge field, such as Picture, and then click Insert.

  11. Click Close to close the Insert Merge Field dialog box.

    The INCLUDEPICTURE field should now look similar to the following field:


  12. Press ALT+F9 to hide the field codes in the mail merge main

  13. Click Next: Preview your letters.

  14. Click Next: Complete the merge.

  15. In the Mail Merge task pane, click Edit individual letters.

  16. In the Merge to New Document dialog box, click OK.

  17. On the Edit menu in the merged document, click Select All.

  18. Press F9 to update the fields in the merged document.
    (Word mail merges are not dynamic)

  19. To print your letters from the merged document, click Print on the File menu. Each printed letter will contain the picture that you specified in the Excel data source.
Knowledgebase #909132:
Different picture to every letter in a mail merge

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