-----Original Message-----
From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, January 18, 2003 2:00 PM
To: samaruna@omantel.net.om
Subject: WordTips for 18 January 2003
WordTips for 18 January 2003 Copyright 2003 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Toggling Font Assignments in a Macro
* Saving Changes when Closing
* Understanding Click and Type
* Default Click and Type Paragraph Style
Help Wanted
* Finding Changes, by Author
* Speeding Up Mail Merges
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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I've got a question that I've been mulling around for a while, and I would
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Toggling Font Assignments in a Macro
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Subscriber Jacie Wedberg wrote that she had created a macro that set text to
Time New Roman. She wanted to change the macro to be a toggle between Times
New Roman and Arial Narrow Bold, and wondered how to do it.
The easiest way to do it in a macro is simply to check the font used in your
selected text, and then make take your steps based on what you find. For
instance, the following macro will only take action if the selected text is
either Times New Roman or Arial Narrow:
Sub ChangeSelectedFont()
Select Case Selection.Font.Name
Case "Times New Roman"
Selection.Font.Name = "Arial Narrow"
Selection.Font.Bold = True
Case "Arial Narrow"
Selection.Font.Name = "Times New Roman"
Selection.Font.Bold = False
End Select
End Sub
There is a different, non-macro way that may make some sense, however.
Why not use styles? You can define styles to encompass any formatting
attributes desired. For instance, you could define one style that used Times
New Roman, and another that used Arial Narrow Bold. You could apply the
styles at will, from the toolbar, and you could even search and replace
using the styles.
(Thanks to Carol Guncheon, Suzanne S. Barnhill, Fred Burg, Kathleen McGrath,
Susan McGuirk, David G. Lett, Rohn Solecki, and Ventsi Gradinarov for
contributing to this tip.)
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Saving Changes when Closing
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If you modify a Word document, and then close the document, you are asked if
you want to save your changes. This is a good feature that helps ensure you
don't mistakenly throw away some of your work.
When running a macro, however, you may not want to be bothered with a dialog
box asking if you want to save your changes. If the macro modifies a
document in some way, and you use the Close method, you are asked if you
want to save your changes, just as you are if you manually close a document
without saving.
The way to get around this is to use some of the parameters available with
the close method. Consider the following:
ActiveDocument.Close SaveChanges:=wdDoNotSaveChanges
ActiveDocument.Close SaveChanges:=wdSaveChanges
Both lines of code close the active document. The difference between the
lines is in the setting of the SaveChanges parameter. In the case of the
first line, any changes will be discarded, while the second line results in
the document being saved when it is closed. If you prefer to be asked every
time, just use either of the following lines:
ActiveDocument.Close
ActiveDocument.Close SaveChanges:=wdPromptToSaveChanges
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Understanding Click and Type
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Word 2000 and Word 2002 include a feature known simply as Click and Type.
This feature means that when you are working in Print Layout view or Web
Layout view, you can double-click your mouse in any open area of your
document (where there is not text), and begin typing right away.
Normally, you begin typing at the left side of the screen. If you later want
to adjust your text to the right margin or center it on the screen, you do
so by using the toolbars or menus. Click and Type, however, allows you to
quickly format and enter text at the same time.
The result is faster editing and formatting.
You can tell if Click and Type is active by how the mouse pointer behaves on
screen. If the mouse pointer, when moving within the document window, looks
like a simple I-beam insertion pointer, then Click and Type is not turned
on. If, instead, it looks like an I-beam with some horizontal lines near by,
then Click and Type is active and ready. These lines indicate the formatting
of the text that you can insert. There are four possibilities:
* Left aligned. If the horizontal lines are near the upper-right
side of the I-beam, then it indicates that double-clicking your
mouse will result in a left-aligned paragraph where you click.
* Left aligned, first line indent. If the horizontal lines are near
the upper-right side of the I-beam, but there is also a very
small arrow at the left side of the first horizontal line, then
double-clicking will result in a left-aligned paragraph where you
click, with the first line of the paragraph indented.
* Centered. If the horizontal lines are directly beneath the
I-beam, then you can enter a centered paragraph by
double-clicking your mouse.
* Right aligned. If the horizontal lines are near the upper-left
side of the I-beam, then it indicates that double-clicking will
add a right-aligned paragraph where you click.
Remember that Click and Type only works if you are viewing your document in
Print Layout view or in Web Layout view.
If you don't like or don't use the Click and Type, you may want to turn it
off. You can do this by following these steps:
1. Choose Options from the Tools menu. Word displays the Options
dialog box.
2. Make sure the Edit tab is selected.
3. Make sure the Enable Click and Type check box is cleared.
4. Click on OK.
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Default Click and Type Paragraph Style
------------------------------
Normally, when you enter a paragraph by using the Click and Type method, the
paragraph is essentially formatted using the Normal style.
Granted, there are some changes to the basic formatting of the style (such
as right alignment, center alignment, or indentation), but it is nonetheless
the Normal style.
You can control what style Word uses as the base style for any paragraph you
enter using Click and Type. To do this, follow these
steps:
1. Choose Options from the Tools menu. Word displays the Options
dialog box.
2. Make sure the Edit tab is selected.
3. Using the Default Paragraph Style drop-down list at the bottom
of the dialog box, select a style to use for your Click and Type
paragraphs.
4. Click on OK.
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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 Changes, by Author
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Using Word 2000, I am working with a document of about 200 pages.
Several people are editing the document and we are tracking changes by
author. Is there any search feature that will allow me to locate all the
changes entered by one author? (Doris Bell )
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Speeding Up Mail Merges
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We frequently merge 10,000 to 20,000 records using Word 2000 mail merge and
Excel 2000 files. The PC we are using is fast (2.4 GHz Pentium), but after
merging about 1,000 records the merge begins to slow considerably. Any ideas
how we can keep things going along at a good clip? (Bill Carney)
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PUBLISHER and COPYRIGHT INFORMATION
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WordTips (ISSN 1522-3744) is published weekly by Discovery Computing Inc.
(DCI), PO Box 2145, Mesa, AZ 85214. WordTips is a trademark of DCI.
Copyright 2003 by DCI, All Rights Reserved. All broadcast, publication, or
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