-----Original Message-----
From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, June 15, 2002 12:30 PM
To: sathyamurthy@netkracker.com
Subject: WordTips for 15 June 2002
WordTips for 15 June 2002 Copyright 2002 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Formatting Footnote and Endnote References
* AutoFormat Within Form Fields
* Selecting a Language
* Odd Sorting
Help Wanted
* Finding the Previous Occurrence
* Select All Changes By a Particular Reviewer
Publisher and Copyright Information
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Formatting Footnote and Endnote References
------------------------------
Subscriber David Schuster does writing for journals, and those journals
require that footnote or endnote references be placed within parentheses,
and that multiple sequential references be separated by commas, as in
(1,3,4,5,9). He wondered if there was a way to modify how Word inserts these
references so that they automatically meet the criteria of the journals for
which he writes.
The answer, David, is yes and no. Yes, you can modify some of the default
characteristics of the footnote or endnote reference. For instance, you can
make it so that they are not superscripted, or you can modify them so they
are bold or a different typeface. All you have to do is modify the style
that Word uses to define how footnote and endnote references should appear.
In the case of footnote references, you would modify the built-in style
called "Footnote Reference."
Likewise, for the endnote references, you would modify the "Endnote
Reference" style.
Now for the bad news: You cannot modify anything about how Word inserts
references other than what you can modify in the above-mentioned styles.
This means that you cannot instruct Word to automatically place parentheses
around the references, nor to separate them by commas. You can, however,
create a macro to insert the first reference with its attendant parentheses.
The following macro inserts parentheses at the insertion point, and then
inserts a footnote between them:
Sub FootNt()
Selection.TypeText Text:="()"
Selection.MoveLeft Unit:=wdCharacter, Count:=1
ActiveDocument.Footnotes.Add Range:=Selection.Range, Reference:=""
End Sub
Between the style changes and the macro, most of the work of correctly
formatting your references is completed. The only thing you need to do is
manually insert a comma and the next references if you have multiple
sequential references.
(Thanks to Graham Smith and Erinne McGahee for contributing to this
tip.)
------------------------------
AutoFormat Within Form Fields
------------------------------
Subscriber Mary Davis was having a problem getting AutoFormat As You Type to
convert "straight quotes" to "smart quotes" within the fields of protected
forms.
Unfortunately, this seems to be one of the vagaries of working with Word.
There is quite a number of Word's features that won't work in the fields of
a protected form; AutoFormat As You Type is just one of them. Why the Word
designers set things up this way is one of the great mysteries of the
universe.
The only possible workaround would be to write some sort of OnExit macro
that is triggered when the form's user moves from one form field to another.
The macro could examine the contents of the form field and change any
straight quotes to curly quotes. This, of course, is not an ideal
workaround, since you might not want all quotes converted, which means the
parsing rules can get rather complex.
(Thanks to Graham Smith for contributing to this tip.)
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------------------------------
Selecting a Language
------------------------------
Word includes many tools to make your writing better. A few of the tools
make use of specialized dictionaries; for instance the grammar and spelling
checker. You can pick a language to be used on either a single paragraph, or
on all instances of a particular paragraph style.
To change which language is used for a particular paragraph, follow these
steps:
1. Select the paragraphs or defined style for which you want to
change the language.
2. Choose the Set Language option from the Language submenu of the
Tools menu. If you are using Word 95, you should select the
Language option directly from the Tools menu.
3. Select a language from those in the language list.
4. Click on OK.
If you want to specify that all paragraphs formatted with a particular style
use a certain language, then follow these steps:
1. Choose the Style option from the Format menu. This displays the
Style dialog box.
2. Make sure the List option, at the bottom of the dialog box, is
set to Styles in Use.
3. From the list of available styles, select the one that you want
to change to a different language.
4. Click on the Modify button. This displays the Modify Style
dialog box.
5. Click on the Format button, then choose the Language option.
This displays the Language dialog box.
6. Select a language from those in the language list.
7. Click on OK, then on OK again.
8. Click Apply to close the style dialog box.
Any paragraphs formatted with the defined style will now use the appropriate
dictionaries for the language you specified. The other paragraphs in your
document will continue to use the default language.
If you are using Word 2002, the way in which you change the language for a
style is different than in earlier versions of Word. You should follow these
steps if you use Word 2002:
1. Choose Styles and Formatting from the Formatting menu. Word
displays the Styles and Formatting pane.
2. In the Pick Formatting To Apply area of the pane, make sure the
style you want to change is visible.
3. Hover the mouse pointer over the name of the style you want to
change. Notice that a downward-pointing arrow appears at the
right side of the style name.
4. Click on the downward-pointing arrow and choose the Modify
option from the resulting menu. Word displays the Modify Style
dialog box.
5. Click on the Format button, then choose the Language option.
Word displays the Language dialog box.
6. Select a language from those in the language list.
7. Click on OK, then on OK again.
8. Close the Styles and Formatting pane.
------------------------------
Odd Sorting
------------------------------
A WordTips reader wrote asking how to use Word to sort some data which had
been collected over the course of years. The data is for a legal firm, so
the names could have suffixes, such as the following:
John Davis, Esq.
The question was how to sort this correctly, as the reader was able to do
under WordPerfect. The best long-term solution, of course, is to convert the
data to a database format, such as Access or even to a spreadsheet, such as
Excel. Short of that, however, the following VBA macro will allow the list
to be sorted correctly:
Sub CustomSort()
Set myrange = Selection.Range
For Each p In myrange.Paragraphs
p.Range.Select
If InStr(1, p, ",") > 0 Then
CharCount = InStr(1, p, ",") - 1
Selection.StartOf
Selection.MoveRight Unit:=wdCharacter, Count:=CharCount
Else
Selection.EndOf
Selection.MoveLeft Unit:=wdCharacter, Count:=1
End If
Selection.MoveLeft Unit:=wdWord, Count:=1
Selection.MoveLeft Unit:=wdCharacter, Count:=1, Extend:=wdExtend
Selection.TypeText Text:=vbTab
Next p
myrange.Select
Selection.Sort ExcludeHeader:=False, FieldNumber:="Field 2", _
SortFieldType:=wdSortFieldAlphanumeric, _
SortOrder:=wdSortOrderAscending, FieldNumber2:="Field 1", _
SortFieldType2:=wdSortFieldAlphanumeric,
SortOrder2:=wdSortOrderAscending, _
FieldNumber3:="", SortFieldType3:=wdSortFieldAlphanumeric, _
SortOrder3:=wdSortOrderAscending,
Separator:=wdSortSeparateByTabs, _
SortColumn:=False, CaseSensitive:=False,
LanguageID:=wdLanguageNone
End Sub
To use this macro, simply select the paragraphs you want to sort, and then
run the macro. It searches for a comma in each paragraph, and then finds the
word just before the comma. It replaces the space (or
tab) just before that word with a tab. Thus, each paragraph is separated
into two fields: the first and possibly middle name is the first field,
while the last name and possible suffix is the second field. The selection
is then sorted according to the second field.
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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.
------------------------------
Finding the Previous Occurrence
------------------------------
When doing a Find and Replace operation you can use Alt+F to go on to the
next occurrence of what you are searching for. Is there a keyboard
combination that will go back to the previous occurrence? (Barbara
March)
------------------------------
Select All Changes By a Particular Reviewer
------------------------------
I have a document that has been reviewed by many reviewers, with Track
Changes turned on. There are times when I want to accept all the changes
from only one of the reviewers without reviewing them individually. Is there
a way to do this? (Barry L. Wallis)
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