-----Original Message-----
From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, August 10, 2002 10:10 AM
To: sathyamurthy@netkracker.com
Subject: WordTips for 10 August 2002
WordTips for 10 August 2002 Copyright 2002 by DCI
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In This Issue...
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Tips
* Dates Updating when Converting
* Conditional Calculations in Word
* Printing Summary Information
* Working With OLE Graphics
Help Wanted
* Changing to UK English
* Selecting a Graphic that is Behind Text
Publisher and Copyright Information
Important Links
Subscription Information
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Dates Updating when Converting
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Subscriber Amorette Dye wrote concerning a problem she had when converting
her WordPerfect documents to Word. When opening them in Word, the conversion
goes just fine, except that dates typed within the original document are
automatically replaced by the date on which the conversion is done. Amorette
wondered how this could be prevented.
It would appear that the dates in the WordPerfect files are not dates at
all, but the equivalent of the various DATE fields in Word. When these are
converted to Word, of course, the DATE fields are updated to the current
date.
Since the WordPerfect file contains the equivalent of a Word DATE field, it
is probable that the date would update even if the file were opened in
WordPerfect. It is possible, however, that the field uses some switch to
stop updating, and therefore would not update when opened in WordPerfect.
The switch may not be recognized by Word during the conversion, so it is
ignored.
The only way to test this hypothesis, of course, is to open the files in
WordPerfect. Once they are opened, you could then replace the
DATE-equivalent fields with actual dates and resave the documents.
These could then be opened in Word with no problems.
If you don't have a copy of WordPerfect available, either on another office
computer or on a friend's machine, then you may need to make some
assumptions about the dates in the original files and simply replace them
with the desired dates. For instance, you may decide to use the file
creation dates for the original WordPerfect files.
(Thanks to Suzanne S. Barnhill and David Grugeon for contributing to this
tip.)
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Conditional Calculations in Word
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The biggest benefit of using a spreadsheet program like Excel is the ability
to create formulas that define results based on other information within the
spreadsheet. Word is not Excel, but it does allow you to perform simple
arithmetic based on the contents of a table. This can come in very handy in
many instances.
What if you want to perform a conditional calculation, however? For
instance, let's assume you have the following calculation field in a table
cell:
{ = (B2-B1) }
What if you want to display the result only if B2 is not equal to zero? If
B2 is zero, then you want the result displayed by the calculation to be
zero.
To create conditional calculations, you use the IF field. This field causes
Word to do a comparison, and then choose different results based on the
outcome of the comparison. In this case, you want to test if B2 is equal to
zero. If it is, then you want to return a value of zero. If it is not, then
you want to do the subtraction. This is how such a compound field
calculation would appear:
{ =IF (B2=0,0,B2-B1) }
The key factor in this IF formula is the comparison it performs. The
comparison is the first element within the parentheses, in this case B2=0.
The result of this comparison determines which of the following elements are
used in the field. If the comparison is TRUE, then the first element (0) is
used. If the comparison if FALSE, then the second element (B2-B1) is used.
You can easily change the comparison to some other operation, if desired.
For instance, if you want to make sure that zero was returned anytime that
B2 was 0 or less, then you could use the formula B2<=0.
(Thanks to Suzanne S. Barnhill, Sandy Weigens, David Grugeon, Shawn Wilson,
Yossi David, and Peter M. Elliott for helping with this tip.)
------------------------------
Printing Summary Information
------------------------------
In other WordTips you have learned that Word allows you to maintain summary
information for your documents along with the properties it automatically
maintains. If you want to print this information, you can do so quite
easily:
1. Select Print from the File menu. This displays the Print dialog
box.
2. Using the Print What drop-down list, select Document Properties.
(In Word 6 or Word 95 you select Summary Info.)
3. Click on OK.
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------------------------------
Working With OLE Graphics
------------------------------
When anything is copied to the Clipboard, it is internally maintained in a
range of formats that the receiving application--the one it will get Pasted
into--might be able to deal with. This can be seen from within the Windows
Clipboard Viewer (which, unfortunately, is not installed by default in some
versions of Windows) under its Display menu. Typically, the types of format
in which an object can be maintained include Text (plain text characters),
Rich Text (includes the formatting), Picture (think of a Windows Metafile
and you won't be far wrong), Bitmap (pixel-based image), and OLE format.
This latter format is of particular interest since the object is maintained
as something that is controlled by the OLE server application from which it
was copied. For example, something copied from within Microsoft Paint could
be pasted as a Microsoft Paint OLE object, a slide copied from PowerPoint
could be pasted as a PowerPoint Slide OLE object, and an image (or part of
one) copied from PaintShop Pro could be pasted as a PaintShop Pro OLE
object. If the item on the Clipboard is pasted into an OLE client
application (such as Word) as an OLE object, then it can be directly edited
using the OLE server from which it was copied.
Normally, when you use simple Copy and Paste, all this stuff is hidden away
and an object is pasted according to a default approach utilized for all
objects of that particular type. However, most OLE client applications
(including Word) offer a Paste Special command on the Edit menu. It is this
version of paste that provides a greater degree of control over how the
Clipboard item gets pasted. Using this command you see a dialog box that
shows the formats the OLE client application (the one receiving the object)
can handle. For example, some text copied out of a text box in PowerPoint
might be pasteable as Text, RTF Text, a Picture, or a Bitmap. Choosing any
one of these will result in the object being pasted in the chosen format and
that can give very different results. In this case, pasting text as a bitmap
means it won't be editable. Pasting it as plain text means it will assume
the current paragraph/character formatting where it's pasted, whereas
pasting as RTF means it will bring it's own formatting with it (well, it
does that sometimes).
So, enough background stuff. What does this mean for pasting screen captures
such that they are editable in a specific bitmap editor? It means that, at
some point in the process, the screen capture image must be placed inside
that editor application so it can become an OLE object from that
application. In general step-by-step terms this could
be:
1. Capture the screen or part of screen, either using a screen
capture feature of an application like PaintShop Pro, or using
the Alt+PrintScreen keyboard approach built into Windows.
2. Rather than paste the captured image directly into Word, paste
it into the chosen bitmap editor, i.e., PaintShop Pro or
Microsoft Paint. Now the image in the application can be copied
as a OLE object from that application.
3. Choose Copy from the Edit menu within the bitmap application to
copy an OLE object to the Clipboard. This will replace the basic
bitmap object that was originally stored on the Clipboard by the
screen capture step.
4. Switch to Word and choose Paste Special from the Edit menu. Word
displays the Paste Special dialog box.
5. From the list of available object formats, choose to paste the
image as an object. This will be listed as an <Application>
Object, where <Application> is the name of the application (such
as PaintShop Pro or Microsoft Paint) you used to do the copying
in step 3.
6. Click on OK. This will paste the image as a OLE object and
subsequently double-clicking on the image will open the OLE
server application (either as a separate window, or "in-place")
for editing the image.
An alternative to this is to create a new embedded object in Word choosing a
suitable bitmap OLE server as the type of object, then paste a screen
capture into that object. Care might be needed with this approach to make
sure the size of the OLE object's image area created in Word is a sufficient
for the size of image you're going to paste into it. The steps used for this
approach are as follows:
1. Capture the screen or part of screen, either using a screen
capture feature of an application like PaintShop Pro, or using
the Alt+PrintScreen keyboard approach built into Windows.
2. Within Word, choose Object from the Insert menu. This displays
the Object dialog box.
3. Make sure the Create New tab is selected. This tab displays a
list of object types you can insert in your program.
4. Using the object list, select a suitable bitmap type of object
such as PaintShop Pro Image or MS Paint Image (or Corel
PhotoPaint, or PhotoShop, or whatever you have available and
would prefer to use).
5. Click on OK. You may see a dialog box asking for the size of
object to insert. As desired, set the image area of this new
object. It should be large enough to contain the image you are
about to paste into it.
6. Within the object's application (which should now be visible on
your screen), use the paste command to place the image you
captured in step 1 into the object you are creating for Word.
7. Exit the graphic application. The image appears in Word, and
subsequently double-clicking on the image will open the graphics
program that is associated with the object.
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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
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------------------------------
Changing to UK English
------------------------------
No matter what I do I cannot persuade Word 2000 that I want it to check
spelling in English UK, not USA. I obey all the Tools language instructions,
but it always relapses sooner or later into English USA no matter what, even
after I have persuaded it that the default should be English UK. Any idea
how to persuade Word to behave permanently otherwise? (Stan Witz)
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Selecting a Graphic that is Behind Text
------------------------------
When I place graphics in my documents, I often arrange them so they are
behind the text. Is there an easy way to later select this behind-text
graphic? (Vickie Winger)
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