-----Original Message-----
From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, July 13, 2002 11:50 AM
To: sathyamurthy@netkracker.com
Subject: WordTips for 13 July 2002
WordTips for 13 July 2002 Copyright 2002 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Stopping Text From Jumping Around
* Improper Index Page Numbers
* Printing AutoText Entries
* Understanding Frames and Text Boxes
Help Wanted
* Viewing Formulas in Table Cells
* Read-Only Documents Without a Password
Publisher and Copyright Information
Important Links
Subscription Information
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Stopping Text From Jumping Around
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Subscriber Deborah Ketai had some problems with an AutoShape (a block
arrow) placed behind the text of a table with rows of fixed width.
When Deborah would try to nudge the arrow into position, the text would jump
around, even after setting the Wrapping Style for the AutoShape to Behind
Text.
The first thing to check, of course, is that the wrapping style didn't
somehow get inadvertently changed. Select the block arrow, then choose
Format | AutoShape | Layout | Behind Text. If this is the setting that was
already made, then the next thing to check is where the AutoShape is
anchored. Follow these steps:
1. Choose Options from the Tools menu. Word displays the Options
dialog box.
2. Make sure the View tab is selected.
3. Select the Object Anchors check box.
4. Click on OK.
5. In Print Layout view, select the AutoShape (the block arrow).
The object anchor for the AutoShape should appear--it looks like
an anchor.
6. Click on the object anchor--not the actual block arrow--and move
the anchor until it is located to the left of a paragraph that
will remain constant in the document. A good choice would be to
place it to the left of the paragraph just before the table or
just after the table, depending on which one will be on the same
page as the table.
7. Choose the AutoShape option from the Format menu. Word displays
the Format AutoShape dialog box.
8. Make sure the Position tab is selected. If there is no Position
tab in your version of Word, display the Layout tab, and then
click on Advanced. Word displays the Advanced Layout dialog box.
9. Make sure the Move Object With Text check box is selected.
10. Make sure the Lock Anchor check box is selected.
11. Make sure the Allow Overlap check box is selected.
12. If you are working in the Advanced Layout dialog box, click on
OK to dismiss it.
13. Click on OK to close the Format AutoShape dialog box.
At this point you should still see the object anchor, but a little padlock
appears next to it to indicate that it is locked. Now you should be able to
adjust the positioning of the block arrow itself without your text jumping
around.
(Thanks to Frances Wirth, Bill Lang, Beaty Christoff, and Molly Rothstein
for contributing to this tip.)
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------------------------------
Improper Index Page Numbers
------------------------------
Subscriber Emily Cedarleaf asked about a problem she was having with page
references in indexes for a long document. It seems that when she inserted
the index, some of the page numbers were off by one to three pages.
The first thing to check is your settings for hidden text in your document.
When you insert index codes, they are inserted as fields with the hidden
attribute applied to them. Word determines page counts based on what is
visible on the screen, not necessarily on what is printed. Thus, you need to
make sure that the display of hidden text is in sync with the printing of
hidden text.
What happens if the settings aren't in sync? If hidden text is displayed (in
other words, you can see the index entry codes, such as {XE "my indexed
word"}), then the space taken by those visible codes are counted in the
total page count. Over the course of a long document, this can affect
pagination quite a bit. However, if Word is configured to not print hidden
text, then the index page numbers--which are based on what is displayed, not
what is printed--won't match the actual page numbers on the printout.
(Remember that the display and the printing of hidden text are controlled
independently of each other.)
The solution to this situation is fairly simple. All you need to do is
follow these steps:
1. Choose Options from the Tools menu. Word displays the Options
dialog box.
2. Make sure the View tab is selected.
3. Make sure that both the Hidden Text and All check boxes are
cleared.
4. Click on the Print tab.
5. Make sure the Hidden Text check box is cleared.
6. Make sure the Update Fields and Update Links check boxes are
both selected.
7. Click on OK.
8. Position the insertion point anywhere within the index.
9. Press F9 to update the index.
Your index page numbers and your printing page numbers should now be in sync
with each other. If they are not, then it could be that your document
includes characters that, for whatever reason, can be displayed but cannot
be printed. These would affect the displayed pagination--and thus the index
page numbers--but not the printed pagination. You can discover if this is
the case by carefully comparing your printout to what is displayed on your
screen.
Finally, if these solutions still don't correct any page number disparities,
it is possible that your document is corrupted in some way. This can occur
in some documents, particularly documents that are used over the course of
years and that had their roots in a different word processing program. You
can try to open the file in WordPad and then use WordPad's Save As command
to save the document back out. This will get rid of many of the advanced
codes supported by Word by not by WordPad.
If the problem still persists, the only thing left to do is to get rid of
all formatting and revert to plain text. Select all the text in the document
(Ctrl+A), copy it (Ctrl+C), and paste it into a text editor such as Notepad.
You can then copy it from within Notepad and paste it back into a new Word
document. This process will get rid of any spurious formatting codes that
may be corrupting the document. The only problem with such a drastic
approach, of course, is that your document is now completely unformatted and
you must reformat it and insert index codes all over again.
(Thanks to Jill Newton, Kathy Visser, Suzanne S. Barnhill, Hafizullah
Chishti, Beaty Christoff, Jo Ellen Rein, Jon Hill, and Maryanne Edge for
contributing to this tip.)
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------------------------------
Printing AutoText Entries
------------------------------
If you use the AutoText capabilities of Word, it is many times helpful to
obtain a printout of your AutoText definitions. Word allows you to print
such a list, which you can use as a reference. To print an AutoText list,
follow these steps:
1. Select Print from the File menu. Word displays the Print dialog
box.
2. Using the Print What pull-down list, select AutoText Entries.
3. Click your mouse on OK.
------------------------------
Understanding Frames and Text Boxes
------------------------------
If you are a relatively new user of Word, you may not be familiar with the
term frame. Prior to Word 95, the only way to place boxed text in a
document, independent of the main document text, was to use a frame.
In Word 95, text boxes were introduced, although they were not touted as a
replacement for frames. Finally, in Word 97, Microsoft made the switch and
focused almost exclusively on text boxes. (If you want to insert a frame in
current versions of Word, you need to either customize your toolbars or go
through a rather convoluted process.
This is described in other issues of WordTips.)
The relationship between frames and text boxes may be confusing to some
people. Why, for instance, should one be used in preference to the other? If
text boxes are the latest-and-greatest thing, then why didn't Microsoft
simply make frames more robust rather than come out with text boxes in
addition to frames?
According to Microsoft sources, even though frames continue to be available
in the latest versions of Word, in most cases you should use a text box in
preference to a frame. Text boxes provide nearly all the advantages of
frames, along with many additional advantages. For example, text boxes allow
you to do the following, which cannot be done directly with frames:
* Create links that allow text to flow from one text box to
another.
* Create watermarks.
* Use most of the formatting options on the Drawing toolbar,
including 3-D effects, shadows, border styles, colors, fills, and
backgrounds.
* Select from a greater variety of text-wrapping options.
* Change the orientation of text within a text box.
* Group text boxes together and collectively change their alignment
or distribution.
This is not to say that text boxes are suitable for all uses. Indeed, text
boxes cannot handle some Word features, which are available in frames. You
should use frames if you want to use text that contains the following:
* Comments (annotations).
* Footnotes.
* Some fields, such as AutoNum, AutoNumLgl, AutoNumOut, TC, TOC,
RD, XE, TA, and TOA.
The upshot of all this is that you need to carefully consider how you will
be using your frames or text boxes in order to determine which is the best
for you. If you are still in doubt, you can always start with a text box and
later convert it to a frame, if you discover you can't do what you want.
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This week WORDTIPS PREMIUM subscribers also read about:
* Changing an AutoShape
* Searching for a Specific Field
* Changing Toolbar Location
* Editing a Toolbar Button Image
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This section is for those having problems making Word behave. Having a
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Do you have an answer to the problems below? Send your answer to
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future issue, you will be credited for your contribution to the answer.
------------------------------
Viewing Formulas in Table Cells
------------------------------
I have several Word files with tables. Some of the table cells contain
fields that contain formulas. The size of the cells is small enough that I
can't see the whole formula when I turn on the display of field codes. Is
there a way to view the entire field code in a cell without resizing the
cell? (Johannes Van Dael)
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Read-Only Documents Without a Password
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I have a document in a private folder, which has a password. There is a copy
of this document in a public folder, for users to see, which also has a
password so they cannot modify it. Is there a way of making the document
open in read-only mode without displaying the password entry dialog box?
(Trevor Briggs)
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