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From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, February 22, 2003 2:40 PM
To: samaruna@omantel.net.om
Subject: WordTips for 22 February 2003
WordTips for 22 February 2003 Copyright 2003 by DCI
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In This Issue...
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Tips
* Forcing the Properties Dialog Box to Appear
* An Automatic Two Spaces After a Period
* Linking Word Documents
* Searching for Paragraph Formatting
Help Wanted
* Weird Characters in File Names
* Selective Undo
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issue in which they appear.
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Forcing the Properties Dialog Box to Appear
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Word automatically saves quite a bit of information about your document, and
it allows you to specify and save even more. You normally can see the
information saved with a document by choosing Properties from the File menu,
which displays the Properties dialog box. The various tabs in the dialog box
help organize the range of information kept about any particular document.
Word will, if you so direct it, display the Properties dialog box the first
time you save a new document. You can control this feature by following
these steps:
1. Choose Options from the Tools menu. Word displays the Options
dialog box.
2. Make sure the Save tab is displayed.
3. If you want to force word to display the Properties dialog box
when first saving a document, make sure the Prompt for Document
Properties check box is selected.
4. Click on OK to close the Options dialog box.
Remember that this configuration of Word only displays the Properties dialog
box the first time you save your document. (In this respect, the wording of
the Prompt for Document Properties check box is a bit
misleading.) If you later want to change properties, you must choose
Properties from the File menu to display the dialog box. There is no way to
force the Properties dialog box to appear every time you save your document,
unless you write a macro that is invoked every time a document is saved.
(Thanks to Kathleen McGrath for contributing to this tip.)
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------------------------------
An Automatic Two Spaces After a Period
------------------------------
Subscriber Tom Shubnell asked if there is a way to configure Word so it
automatically places two spaces after each period, as can be done in
WordPerfect. It is interesting that every time a question about
inter-sentence spacing comes up, there are a flurry of messages that
indicate either that two spaces is a good idea, or messages indicating that
two spaces represent poor form.
I'm not going to get into considerations of what is right or wrong when it
comes to spacing between sentences. There are, quite honestly, good reasons
to do such spacing, and equally good reasons to not do it. (Tom, I trust you
will make your own educated decision about whether two spaces after a period
is really necessary in this day and
age.)
That being said, the purpose of this tip is to signify how you can adjust
your typing for the spacing you prefer. Word does not provide an "automatic
two spaces" setting, as is available in WordPerfect.
There are still things you can do, however.
First of all, you can configure Word's grammar checker to flag any
end-of-sentence spacing that doesn't match your preferences. Simply follow
these steps:
1. Choose Options from the Tools menu. Word displays the Options
dialog box.
2. Make sure the Spelling & Grammar tab is displayed.
3. Click on the Settings button. Word displays the Grammar Settings
dialog box.
4. Use the Spaces Between Sentences drop-down list to indicate how
many spaces you prefer between your sentences.
5. Click on OK to close the Grammar Settings dialog box.
6. Click on OK to close the Options dialog box.
Now the grammar checker will flag any sentences that don't conform to your
preference with a green wavy underline. When you then right-click on the
flagging, you can choose to correct the spacing for that occurrence.
If you want to do mass replacements of your end-of-sentence spacing, the
best thing to do is to use the search and replace features of Word. The
techniques to do this have been covered in other issues. For those of you
who want to automate the process of using search and replace, the following
VBA macro is quite handy. It will replace any number of spaces at the end of
a sentence with two spaces:
Sub TwoSpaces()
Selection.Find.ClearFormatting
Selection.Find.Replacement.ClearFormatting
With Selection.Find
.Text = "([.\?\!]) {1,}"
.Replacement.Text = "\1 "
.Forward = True
.Wrap = wdFindContinue
.Format = False
.MatchWildcards = True
End With
Selection.Find.Execute Replace:=wdReplaceAll
End Sub
If you want to alter the macro so that it ensures all your sentences have
only a single space at the end, you can simply change the .Replacement.Text
line so there is only one space in the replacement string. Another thing to
note about this macro is that it corrects any sentences ending in a period,
question mark, or exclamation point; it will not catch and correct any
sentences that end in a quote mark.
Finally, just in case you are curious, you cannot effectively use
AutoCorrect to change end-of-sentence spacing. Why? Because AutoCorrect uses
the space character as a signal to trigger checking what was just typed.
Thus, AutoCorrect entries cannot utilize spaces, so you cannot use
AutoCorrect to search for a period followed by a space and replace it with a
period followed by two spaces. You can, if you desire, cause AutoCorrect to
replace every period you type with a period followed by two spaces, but this
can lead to some very bizarre typing experiences. Try it, if you want, but
you will probably delete the "replace periods with a period and two spaces"
entry shortly after the try.
(Thanks to Nick Russo Trusiewicz, Kathleen McGrath, Rowena Taylor, David
Lewis, Trevor Franklin, Joe Sewell, Dave Colledge, William J.
Wolfe, and Cathy Atkinson for contributing to this tip.)
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------------------------------
Linking Word Documents
------------------------------
Besides being able to link information from other Windows applications into
your document, you can link other Word documents to your current document.
This comes in real handy if you are working with a document that needs to
pull information from other documents. For instance, you might have a
contract that has standard clauses in it. These clauses may be stored in
other documents and then be pulled into the contract as necessary. If you
are using Word 97, this is done in the following
manner:
1. Position the insertion point where you want the document
inserted and linked.
2. Choose File from the Insert menu. Word displays the Insert File
dialog box.
3. Specify a filename for the document you want inserted and
linked.
4. Make sure the Link to File check box is selected.
5. Click on the OK button.
If you are using Word 2000 or 2002, the process is just a bit
different:
1. Position the insertion point where you want the document
inserted and linked.
2. Choose File from the Insert menu. Word displays the Insert File
dialog box.
3. Specify a filename for the document you want inserted and
linked.
4. Click your mouse on the pull-down arrow at the right side of the
Insert button. Word displays a menu of the different ways you
can insert the document.
5. Choose Insert As Link from the menu.
This process results in Word displaying the other file, but the INCLUDETEXT
field is used instead of the actual text from the file.
The advantage to adding links in this way instead of inserting the other
file completely is that the original documents (the ones you are linked to)
can be independently updated, and those changes are reflected in the
document with the links. (Provided, of course, that you update the links in
the document by selecting the link and pressing F9.)
------------------------------
Searching for Paragraph Formatting
------------------------------
Word has a very powerful search capability that allows you to find not just
text but the formatting of text as well. To search for paragraph formatting,
follow these steps:
1. Choose Find from the Edit menu, or press Ctrl+F. Word displays
the Find and Replace dialog box.
2. Make sure the Find What box is empty.
3. Click on the More button if it is available.
4. Click on the No Formatting button, if it is enabled.
5. Click on the Format button and select Paragraph. The Find
Paragraph dialog box appears.
6. Select the paragraph attributes for which you want to search.
When selecting attributes that use check boxes, a check in a
check box means the matching paragraph must have the attribute.
If the check box is empty, then the paragraph won't have that
attribute. A shaded box means the attribute doesn't matter.
7. Click on OK.
8. Click on Find Next.
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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.
------------------------------
Weird Characters in File Names
------------------------------
I am using Word 2002 and when I want to save a document, I click Save on the
toolbar and give the document a name. Word is putting a %02 in the document
name. For example, if I name the document "report one", Word saves it as
"report%02one.doc". What is happening and how can I fix it? (Barbara
McGinnis)
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Selective Undo
------------------------------
I want to do a selective undo. For example, If I have taken five different
actions in relation to my document, and those five actions are listed in the
Undo list, I only want to undo the third action.
Unfortunately, if I choose the third action from the Undo list, then the
fourth and fifth actions are undone, as well. Is there any way to undo only
the selected action, and not all actions since the selected one?
(Subramanian Sivakumar)
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