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From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, February 01, 2003 2:40 PM
To: samaruna@omantel.net.om
Subject: WordTips for 1 February 2003
WordTips for 1 February 2003 Copyright 2003 by DCI
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In This Issue...
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Tips
Publisher's Notes
* Misbehaving Rulers
* Using Mail Merge to Complete Documents
* Jumping To a Comment
* Creating an Executive Summary
Help Wanted
* Relative Paths and the LINK Field
* Using Parallel Columns
Publisher and Copyright Information
Important Links
Subscription Information
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PUBLISHER'S NOTES * PUBLISHER'S NOTES * PUBLISHER'S NOTES
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After recounting my trials with getting our pool emptied, in last week's
issue, I received quite a few e-mails from different readers.
Most were appreciative and supportive; I thank you. One thing I forgot to do
from atop my soapbox was to put things in context--in the grand scheme of
things, getting your swimming pool emptied is not the biggest problem in the
world.
As an epilogue to last week's recounting, I wanted to assure everyone that
we did, indeed, get the pool emptied. We were able to get one or two things
fixed on it, and now it is even filled again. It is interesting that it took
about eleven hours to empty the pool, but only about three to fill it. The
city has this program where you can go "rent" some fire hose and fill your
pool from the nearest hydrant.
We did so, and it filled quite quickly, indeed.
Again, thanks for your support and encouragement
-Allen
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If you have an idea for a tip, send it our way. You can e-mail the
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Misbehaving Rulers
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Subscriber David Smith wrote concerning a problem he is having with Word
2002. It seems that every time he opens a document, the rulers don't show
up. When he displays the rulers, they don't show measurements in inches, as
he wants.
This problem seems to be one that Microsoft is aware of. It occurs primarily
if you recently upgraded from Word 2000 to Word 2002. The measurement system
you see displayed on the rulers is "character units," which is the default
unit of measurement used when Word is configured for East Asian languages.
There are several ways you can solve this problem. The first is to enable an
Asian language so that you can actually turn off the character units
setting. Follow these steps:
1. Choose Programs from the Start menu, and then choose Microsoft
Office Tools.
2. Run the Microsoft Office XP Language Settings program.
3. Using the language settings tool, choose a language such as
Chinese (Traditional) or Japanese, then click on the Add button.
Make sure you leave the default version of Microsoft Office set
to the one you normally run.
4. Exit the language settings tool. If you are asked if it is OK to
shut down applications, say No.
5. Start Word 2002.
6. Choose Options from the Tools menu. Word displays the Options
dialog box.
7. Make sure the General tab is selected.
8. Clear the Use Character Units check box.
You can, at this point, close Word and if desired repeat steps 1 through 4
to remove the Asian language you selected.
Another option is to turn the setting off from within Visual Basic.
This is very easy to do; just follow these steps:
1. Press Alt+F11 to display the VBA Editor.
2. If the Immediate window is not visible, press Ctrl+G to display
it, or choose Immediate Window from the View menu.
3. In the Immediate window, type the following and press Enter:
Options.UseCharacterUnit = False
4. Close the VBA Editor.
If neither of the above fixes work, you may have a corrupted Word Data key
in the Registry. Follow these steps:
1. Exit Word.
2. Start your favorite Registry editor.
3. Locate the following data key:
HKEY_CURRENT_USER\Software\Microsoft\Office\10.0\Word\Data
4. Rename the entire key to something else, or simply delete it.
5. Close the Registry editor.
6. Restart Word.
Information on this particular problem with Word 2002 can be found in the
Microsoft Knowledge Base, at this address:
http://support.microsoft.com/support/kb/articles/q299/3/39.asp
(Thanks to Jennifer Longsworth, Suzanne S. Barnhill, Terry Farrell, and
Hafizullah Chishti for contributing to this tip.)
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Using Mail Merge to Complete Documents
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As I read more and more about uses of Word's mail merge feature, I am struck
that I never see anyone talking about using that feature to complete
documents. Yet you can use mail merge to easily complete standard documents
that have well-defined items that must be changed each time the document is
composed.
Over time I have developed source documents to use with my estate planning
clients: powers of appointment, health care directives, trust agreements,
wills, real estate deeds, etc. Each document has the same
elements: names of parties (such as document creators, beneficiaries, and
trustees), dates, addresses (counties, cities, streets, states, ZIP Codes),
and genders, among other facts. It seemed most logical to place Merge fields
in those spots in the documents.
Logically, then, there was a data input file. That took the form of a Word
table with the specifics for each client easily put on a floppy disk that
could be kept in the client's folder. A macro, initiated by simple, easily
remembered key combinations, would create the final merged document. That
allows me to create whole sets of documents in short order. By using my
"homegrown" method of using mail merge in this manner, I can produce a
rather lengthy death tax efficient trust agreement, one or more wills,
powers of appointment, sets of health care directives, lists of instructions
and sample letters, and other related documents in less that half an hour.
Just thought I would share an example of how effective use of Word's
features helps make at least this user more productive.
(Thanks to Les Proctor for sharing this tip.)
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Jumping To a Comment
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Word includes a powerful tool that allows you to add comments to your
document. You can use the Go To function of Word to jump to a specific
comment in your document. You do this in one of two ways. The first way is
as follows:
1. Choose Go To from the Edit menu, or press F5. Word displays the
Go To tab of the Find and Replace dialog box.
2. In the left side of the dialog box, choose Comment. This informs
Word what you want to go to. The Enter Page Number box is
relabeled as the Enter Reviewer's Name box.
3. In the Enter Reviewer's Name box, enter the name of the person
responsible for the comment. You can also use the pull-down list
to select the name of a reviewer. If you want to go to the next
comment, leave the box blank or select the name Any Reviewer.
4. Click on the Next button.
If there are no comments in the document, you will jump to the beginning of
the document. If you modify the technique a bit, you can jump to a comment
relative to the comment at which you are currently located. This is done as
follows:
1. Choose Go To from the Edit menu, or press F5. Word displays the
Go To tab of the Find and Replace dialog box.
2. In the left side of the dialog box, choose Comment. This informs
Word what you want to go to. The Enter Page Number box is
relabeled as the Enter Reviewer's Name box.
3. In the Enter Reviewer's Name box, enter a plus or minus sign
followed by the number of comments you want to jump. Plus is
forward; minus is backward. For instance, you could jump forward
two comments by entering +2. Word changes the Next button to a
Go To button.
4. Click on the Go To button.
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Creating an Executive Summary
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Word includes a special tool that creates automatic summaries of your
documents for you. This tool is called AutoSummarize, appropriately enough.
The summary can be any length you specify, and you can save it to a new
document, add it to the beginning of your document, or simply highlighted it
in place. This feature allows you to quickly create a starting point for an
executive summary.
Notice that I said AutoSummarize creates a "starting point." This is because
the summary is based on what Word can figure out about your document. This
means that there are probably some finishing touches you need to manually
put on the summary. As with most other computer-based tools, you should not
rely completely on the AutoSummarize tool for your work.
To use the AutoSummarize tool, follow these steps:
1. Load and display the document you want to summarize.
2. Choose AutoSummarize from the Tools menu. Word performs an
analysis of the document and displays the AutoSummarize dialog
box.
3. In the Type of Summary area, specify which of the four summary
types you want to create.
4. In the Length of Summary area, indicate by using the Percent of
Original drop-down list exactly how long you want the summary to
be.
5. Click on the OK button. Word creates the summary, as you
directed.
If you chose to create a summary that simply highlights text in your
document, then Word displays a small AutoSummarize dialog box on the screen.
You can use this dialog box to adjust the percentage of the original
document that Word should include in the highlighted summary.
When you are done, you can click on the Close button.
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HELP WANTED * HELP WANTED * HELP WANTED * HELP WANTED
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This section is for those having problems making Word behave. Having a
problem you want to see addressed? Send it to WTHelp@VitalNews.com.
Do you have an answer to the problems below? Send your answer to
WTAnswers@VitalNews.com (all responses become the sole property of DCI and
can be used in any way deemed appropriate). If your response is used in a
future issue, you will be credited for your contribution to the answer.
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Relative Paths and the LINK Field
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When inserting bitmap graphics into Word with the INCLUDEPICTURE field, I
edit the path to create relative paths. All is well and good.
When inserting Visio files into Word with the LINK field (Insert | Object |
Create from file, etc.), I also edit the path to create relative paths.
However, all is not well and good. Word finds the file according to the
relative path, but then immediately changes the relative path to an absolute
path.
Does anyone know how to get the LINK field to accept relative paths?
(David Rapport)
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Using Parallel Columns
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Many years ago when I used WordPerfect I was able to choose whether I used
newspaper or parallel columns. In preparing reports I often want to use
parallel columns but cannot find any way of setting them up in Word. Trying
to use tables and not print the grid lines doesn't seem to give the results
that I want. Any thoughts? (John Anzani)
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