-----Original Message-----
From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, July 20, 2002 10:10 AM
To: sathyamurthy@netkracker.com
Subject: WordTips for 20 July 2002
WordTips for 20 July 2002 Copyright 2002 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Read-Only Documents Without a Password
* Viewing Formulas in Table Cells
* Comparing Document Versions
* Inserting Today's Date
Help Wanted
* Including Text Box Text In Word Counts
* MS-DOS with Line Breaks Format in Word 2002
Publisher and Copyright Information
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PUBLISHER'S NOTES * PUBLISHER'S NOTES * PUBLISHER'S NOTES
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OK, folks... time is *REALLY* running out!
A few weeks ago I announced the availability of the latest long-awaited
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now is the best time to do it.
http://store.vitalnews.com/wtarch.html
The almost half-price sale is a limited-time offer, however. While the
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then prices revert to normal.
Take advantage of this offer today!
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If you have an idea for a tip, send it our way. You can e-mail the
suggestion to awyatt@dcomp.com. Any tips contributed will be credited in the
issue in which they appear.
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Read-Only Documents Without a Password
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One common way to protect documents is to set the sharing options available
when you save the document. For instance, in Word 2000 you can choose Tools
| Options | Save, and then fill in the passwords at the bottom of the dialog
box. One password is used to open the document, and the other is used if you
want to prohibit changes to the document.
The drawback to these password options is that the user is presented with a
dialog box that asks for a password when they try to open the document. The
difference between the two passwords is that if you require a password to
open, then the user won't even be able to open the document without it. If
you require a password to modify the document, then the user can open a
read-only copy of the document, even if they don't have the password.
What if you never intend to provide the password to users? In that case,
asking for a password seems like a waste of time. Instead, it would be nice
to have the users be able to skip the dialog box and just open a read-only
copy of the document. In this case, there are three ways you can implement a
solution.
The first (and simplest) solution is to make the document file read-only.
Within Windows (not Word), right-click on the document and choose the
Properties option. In the resulting dialog box you can modify the read-only
attribute for the file. If you mark it as read-only, then nobody can change
the document; it will automatically be read-only when opened in Word. Of
course, there is nothing stopping someone else from following these same
steps and clearing the read-only attribute so that they can change the
original file.
The second approach is to take advantage of your network settings, if you
have a network. Just talk to your system administrator, and have her create
a folder to which you can write, but from which others can only read. That
way they can't change the original document, but you can.
The third approach is to protect the document differently. When you choose
Protect Document from the Tools menu, Word displays the Protect Document
dialog box. This type of protection is often used when creating forms, but
it has applicability to general documents, as well. Simply make sure the
Forms option is selected, and then provide a password. When the document is
loaded at a later point, the user is not prompted for a password. The user
also won't be able to do other things, such as to select text and copy it.
The user will, however, be able to view and print the document, as desired.
(Thanks to Bryan Carbonnell, Gary Petersen, Hafizullah Chishti, Marlyse
Piccand, Alex Trathen, David Grugeon, Tim Blaxland, Bill Hood, Bernard de
Groot, Rohn Solecki, and Arthur R. Hendrickson for contributing to this
tip.)
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Viewing Formulas in Table Cells
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Johannes Van Dael wrote and asked if there was a way to view formulas that
are in table cells. It seems that his formulas tend to be too long for the
smaller cells in his table, and that prevents them from being completely
displayed when he looks at field codes instead of field results.
Unfortunately, Word does not have a feature such as those present in Excel
or in Access that allow you to view the contents of a cell independently
from the document itself. One solution, however, is to simply make sure that
you don't limit the height of a row in the table. If the row height can
change, as necessary, then the row will expand when you are viewing field
codes and contract to normal height when you are viewing field results.
Follow these steps:
1. Select your table using any method desired. (Holding down the
Alt key as you double-click in the table works just fine.)
2. Right-click on the table. Word displays a Context menu.
3. From the Context menu, choose Table Properties (Word 2000 or
Word 2002) or Cell Height & Width (earlier versions of Word).
Word displays the Table Properties dialog box.
4. Make sure the Row tab is displayed.
5. Make sure the Specify Height check box is selected.
6. Using the Row Height Is drop-down box (Word 2000 and Word 2002)
or the Rows drop-down box (earlier versions of Word), select
either Auto or At Least.
7. If you selected At Least as your row height, then specify how
high you want each row to be, at a minimum.
8. Click on OK.
Now, when you press Alt+F9 to view field codes, the row height will change
temporarily to accommodate the entire formula. When you later view field
results, the row height will revert to its normal appearance.
(Thanks to Phil Rabichow for contributing to this tip.)
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------------------------------
Comparing Document Versions
------------------------------
Word includes a tool that allows you to compare two documents to each other.
The document in memory is marked with revision marks to indicate the changes
from the document on disk. The way you compare documents depends on the
version of Word you are using. Follow these steps if you are using Word
2002:
1. Load the newer version of the document into Word.
2. Choose the Compare and Merge Documents option. You are prompted
for a filename to use for the comparison.
3. Select the file to which you want to compare the document.
4. Click on OK.
If you are using Word 97 or Word 2000, you follow these steps:
1. Load the newer version of the document into Word.
2. Choose Track Changes from the Tools menu. Word displays a
submenu.
3. Choose the Compare Documents option. You are prompted for a
filename to use for the comparison.
4. Select the file to which you want to compare the document.
5. Click on OK.
If you are using Word 6 or Word 95, then follow these steps to compare
documents:
1. Load the newer version of the document into Word.
2. Choose Revisions from the Tools menu. This displays the
Revisions dialog box.
3. Click on the Compare Versions button. You are prompted for a
filename to use for the comparison.
4. Select the file to which you want to compare the document.
5. Click on OK.
Regardless of the version of Word you are using, when the comparison is done
the document contains revision marks to indicate what has changed.
Typically, new text is underlined and deleted text is struck through.
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Inserting Today's Date
------------------------------
Many types of documents require the date. You may be working with a memo, a
letter, a report, or some other document in which you must put the date.
Word makes this easy by using the Date and Time option from the Insert menu.
To insert the date, follow these steps:
1. Position the insertion point where you want the date to appear.
2. Choose Date and Time from the Insert menu. You will see the Date
and Time dialog box.
3. Select a format for the date.
4. Click on OK.
If you choose the "Update Automatically" check box a the bottom of the
dialog box, the date is inserted as a field and it will always be updated to
reflect the current date as you work on the document on future days. This
can be very helpful if you are working with a letter template that you want
to always be "in sync" with the day you write the letter.
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This week WORDTIPS PREMIUM subscribers also read about:
* Understanding and Creating Lists
* Removing a List
* Quickly Moving Text With the Mouse
* Adding Fonts To the Context Menu
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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.
------------------------------
Including Text Box Text In Word Counts
------------------------------
Following your item about text boxes in the last issue of WordTips, one
irritation I frequently encounter is that Word doesn't include the text in
these boxes when counting the words/characters in a document.
Is there a way to make Word include text boxes in word counting? (Kay
McBurney)
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MS-DOS with Line Breaks Format in Word 2002
------------------------------
I am using Word 2002 and generally like it. There is just one problem that I
encounter: It doesn't have a filter to allow me to save my documents in
MS-DOS Text with Line Breaks format. Microsoft included it with all other
versions of Word except the present one. Can anyone suggest where I might
get the filter? It is not on Microsoft's site or in any of their additional
materials. (Gerald Rodgers)
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