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From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, June 22, 2002 10:30 AM
To: sathyamurthy@netkracker.com
Subject: WordTips for 22 June 2002
WordTips for 22 June 2002 Copyright 2002 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Finding the Previous Occurrence
* Select All Changes By a Particular Reviewer
* Making Macros Run Faster
* Inserting the Current Month
Help Wanted
* Sorting Single-Column Addresses
* Suppressing a Zero In a Calculated Sum
Publisher and Copyright Information
Important Links
Subscription Information
[BOLD>[72 pt> REVEAL the CODES in WORD <72 pt]<BOLD]¶
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PUBLISHER'S NOTES * PUBLISHER'S NOTES * PUBLISHER'S NOTES
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Happy Summer Solstice, everyone!
I hope that the start of summer finds everyone doing well and enjoying life.
Things are going well here in Arizona, and we are getting used to our new
surroundings. We like it.
There has been a lot of new subscribers to WordTips over the past couple of
weeks. For their benefit, I wanted to cover a couple of tidbits that may be
interesting.
First of all, WordTips--a free publication--is only possible because of the
great people that support our products and services. For instance, sales of
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You can find out about the various products and services here:
Second, WordTips has a sister publication called ExcelTips. This weekly
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You get the same great level of content, but geared toward users of the
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Thanks, everyone. I hope you enjoy the early days of summer.
-Allen
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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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Finding the Previous Occurrence
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I use the Find feature of Word quite often. I suspect that I am not alone in
that usage; it is undoubtedly one of the most-used features in the program.
As I am searching through a document with the Find and Replace dialog box
displayed, I often use Alt+F to find the next occurrence of whatever I am
searching for. If I get "on a roll," I may press Alt+F one too many times,
and bypass the occurrence that I really wanted.
At these times I have often thought it would be nice if Word included a Find
Previous button in the Find and Replace dialog box, or provided a shortcut
key that will jump back to the previous occurrence of my search text.
Unfortunately, neither of these is available in Word.
There are workarounds, however.
One approach is to use a series of keyboard strokes to achieve the desired
result. When you realize that you need to go back to the previous
occurrence, you could use the following five keystrokes, in
succession:
Alt+M
Alt+Shift+: (colon)
U
Enter
Alt+F
Intuitive this is not! What these keystrokes do, of course, is to change the
direction of the search so that Word searches toward the beginning of the
document, instead of toward the end. With the direction changed, the Alt+F
shortcut (last keystroke in the list) will jump to the next occurrence
toward the beginning--exactly what you want.
There is an even handier solution available that doesn't even involve the
Find and Replace dialog box; it involves the Object Browser. The Object
Browser, which was introduced in Word 97, allows you to find different
"things" in your document. You can use it to browse through tables,
comments, fields, footnotes, and so on. (How you use the Object Browser is
covered in other issues of WordTips.) What many people don't realize is that
when you start to search for something, the Object Browser is automatically
kicked into "find" mode. What does this mean? Follow these steps to see:
1. Press Ctrl+F to open the Find and Replace dialog box.
2. Use the dialog box, as you normally would, to specify what you
want to find.
3. Click on Find Next. Word displays the first occurrence of what
you are searching for.
4. Press Esc to dismiss the Find and Replace dialog box.
5. Press Ctrl+Page Down. Word displays the next occurrence.
6. Press Ctrl+Page Up. Word displays the previous occurrence.
The Ctrl+Page Down and Ctrl+Page Up are actually shortcut keys for 'Browse
Next' and 'Browse Previous,' respectively. Since the Object Browser was put
into "find" mode by initiating a search, they keys effectively allow you to
jump all over the place in finding occurrences of your search text. You can
even perform editing and other tasks between each use of Ctrl+Page Down and
Ctrl+Page Up; Word remembers what the Object Browser was doing when you last
used it, so your search continues apace.
(Thanks to Graham Smith, Marilyn Green, Suzanne S. Barnhill, Mow Ember, Phil
Rabichow, Jill Newton, Rohn Solecki, and Carol Guncheon for contributing to
this tip.)
Got a Word-related product or service you want to let others
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------------------------------
Select All Changes By a Particular Reviewer
------------------------------
Subscriber Barry Wallis uses Word's Track Changes feature to keep tabs on
what many different reviewers do to a document. He recently asked if there
was a way to accept all the changes from a particular reviewer, but not
those from the other reviewers.
The answer depends on the version of Word you are using. If you are using
any version except Word 2002, the answer is no, you cannot. All you can do
is either work through the changes individually or accept or reject them
all. If you are using Word 2002, the story is different, however. All you
need to do is follow these steps:
1. Make sure the Reviewing toolbar is displayed. (Select View |
Toolbars | Reviewing.)
2. On the Reviewing toolbar, choose Reviewers from the Show menu.
Word displays a list of reviewers that contributed to the
document.
3. Select the name of a reviewer whose changes you don't want to
see. The check mark next to the reviewer name disappears.
4. Repeat steps 2 and 3 for each reviewer whose changes you don't
want to see. When you are done, the only reviewer that should be
"visible" (has a check mark next to the name) is the one whose
changes you want to accept.
5. Click the down-arrow next to the Accept tool. Word displays a
drop-down menu.
6. Choose Accept All Changes Shown. Word accepts all the changes
shown, meaning only those from the single reviewer.
If you are using a version of Word prior to Word 2002, you can try to use a
macro to accept changes by a particular author. Because of the way that VBA
functions behind-the-scenes, however, you will want to test out the macro
thoroughly with your version of Word to make sure it works as expected.
The following macro will step through all the changes made to a document,
comparing the name associated with each change to the name of the reviewer
whose changes you want to keep. All you need to do is replace "authorname"
with the reviewer's name. You can find out the reviewer's name by hovering
the mouse over a change made by that reviewer. When you do, Word displays a
small yellow box, similar to a ToolTip, that contains (among other things)
the reviewer's name; just put the same name in the macro.
Sub ReviewAuthor()
For Each oChange In ActiveDocument.Revisions
If oChange.Author = "authorname" Then
oChange.Accept
End If
Next
End Sub
(Thanks to Graham Smith, Suzanne S. Barnhill, and Prashant Vaishnav for
contributing to this tip.)
------------------------------
Making Macros Run Faster
------------------------------
Macros, once they are running right, can make our life easier. (If they
aren't running right, life is definitely not easy.) If you have a macro that
does a lot of work for you, you may be interested in trying to make it run
faster.
The first task to do, of course, is to examine the macro and see if your
algorithms (the way you decided to do things) are as efficient as they can
be. Once you are satisfied that they are, you can also speed up your macros
by simply putting multiple statements on the same line.
Consider the following simple macro, which finds the previous occurrence of
something in a document:
Sub PrevFind()
With Selection.Find
.ClearFormatting
.Forward = False
.Wrap = wdFindAsk
.Execute
End With
End Sub
This macro is very straightforward. When you save the macro, the statements
it contains are parsed down to three-byte tokens that can be run more
efficiently by VBA. (You never see the tokens; you only see the
macro-language equivalent of the tokens.) When the macro is running, the VBA
command processor grabs one line at a time and executes all the tokens on
that line. Thus, in the foregoing there are eight lines that are
individually fetched and executed by the processor.
Now consider the following version of the same macro:
Sub PrevFind()
With Selection.Find
.ClearFormatting: .Forward = False: .Wrap = wdFindAsk: .Execute
End With: End Sub
This version seems much shorter because individual lines have been
concatenated and separated with a colon. This decreases the readability of
the macro, but it increases the speed at which it will execute. Why? Because
the VBA command processor still grabs a line at a time to process. In this
instance, there are only four lines to grab. Less "grabbing time" means that
execution is faster. The third line of this macro, which used to occupy four
lines, is now processed as a single line.
Putting multiple statements on the same line does decrease the readability
of a macro. Depending on your needs, however, this could be a fair tradeoff
for the speed increase you may achieve. You will need to try this technique
in your own macros to see if it makes sense for you.
(Thanks to Hafizullah Chishti for this tip.)
Help support WordTips and obtain a valuable resource by
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------------------------------
Inserting the Current Month
------------------------------
In certain documents, it would be helpful to insert the current month.
For instance, you might need to do a monthly report in which you place the
current month name in the title of the report. Word allows you to insert a
field for the month, and this field will be updated automatically whenever
you print your document. To do this, follow these steps:
1. Position the insertion point where you want the month inserted.
2. Press Ctrl+F9 to insert a set of field braces. Make sure the
insertion point remains between the braces.
3. Type date \@MMMM.
4. Press F9 to update the field.
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This week WORDTIPS PREMIUM subscribers also read about:
* Printing More Than One Copy
* Special Characters in Pattern Matching
* A Picture Is Worth a Thousand Words
* Jumping Between Columns
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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.
------------------------------
Sorting Single-Column Addresses
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In WordPerfect I was able to sort single-column addresses in just a couple
of keypresses. In Word I cannot figure out how to sort addresses that are
in a single column, as illustrated here:
Jane R. Doe
1234 Anytown Road
Mapleton, AZ 85229
Fred Davis
5678 Main Street
Yorba Linda, CA 94123
I would like to sort the addresses by the last name. I might have as many as
200 or more addresses like the above. (Alexander Krupchest)
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Suppressing a Zero In a Calculated Sum
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I'm have created a table, and in one of the table cells I am summing the
values in the other cells. If there is nothing in the cells on which the sum
is contingent, then the sum shows zero. (This makes sense, since the sum of
the empty cells is zero.) In these instances I would like Word to suppress
the zero and display a blank, instead.
This is possible in Excel; is it possible in Word? (Beth McGoldrick)
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WordTips (ISSN 1522-3744) is published weekly by Discovery Computing Inc.
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