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From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, March 22, 2003 2:40 PM
To: samaruna@omantel.net.om
Subject: WordTips for 22 March 2003
WordTips for 22 March 2003 Copyright 2003 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Permanently Getting Rid of 'My Pictures' and 'My Music'
* Searching for Explicit Formats
* Non-printing Page Borders
* Displaying Clip Art Details
Help Wanted
* Find and Replace in Text Boxes
* Generating a Count of Word Occurrences
Publisher and Copyright Information
Important Links
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PUBLISHER'S NOTES * PUBLISHER'S NOTES * PUBLISHER'S NOTES
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Permanently Getting Rid of 'My Pictures' and 'My Music'
------------------------------
Newer versions of Windows, in trying to be helpful, add some "standard"
folders to your hard drive, supposedly as a repository for some of your
files. The two principal folders are "My Pictures" and "My Music." These are
supposed to be, respectively, for your digital images and your digital
music.
Some people want to get rid of these folders, however. There are
instructions floating around the Internet that describe how to get rid of
them, including making some edits in the Registry. However, removing the
folders will do you no good if the programs you are using (like Word) expect
to find and use them.
When you first install Word, it uses your "My Pictures" folder as a starting
point for your graphics files. When you choose Picture from the Insert menu,
and then choose From File, this folder is where Word first looks for
graphics. If you previously deleted the folder, Word assumes you made a
mistake and helpfully creates the folder for you.
The way around this problem is to simply tell Word to look somewhere else.
Follow these steps:
1. Choose Options from the Tools menu. Word displays the Options
dialog box.
2. Make sure the File Locations tab is selected.
3. Select the Clipart Pictures option.
4. Click on Modify. Word displays the Modify location dialog box.
5. Use the controls in the dialog box to select a different folder
to use as a starting point.
6. Click on OK, then click on Close.
The Clipart Pictures folder setting (step 3) is used as the default location
when you choose to insert a picture from a file. It is not used (contrary to
its name) when you insert clip art.
Interestingly enough, if you leave the setting for Clipart Pictures blank,
Word reverts back to the "My Pictures" default and still attempts to begin
looking at that location. In other words, you must provide a different,
specific folder location in order for Word to ignore the "My Pictures"
folder.
In regards to the "My Music" folder, it is doubtful that Word would recreate
this folder, because there is no portion of Word that uses that folder by
default. There are other programs, however, that may use it. For instance,
Internet Explorer may use it as your default download folder for music
files. If the folder has been deleted, Internet Explorer may recreate it.
The folder is also used by Windows Media Player.
(Thanks to Suzanne S. Barnhill, Maureen Reardon, Phil Rabichow, Kathleen
McGrath, Rowena Taylor, Hans Linders, Mary Padilla, Wilson Baptista Junior,
and Gavin Tameris for contributing to this tip.)
------------------------------
Searching for Explicit Formats
------------------------------
If you use styles to format your text, you know that they can make it much
easier to maintain a consistent look for your documents. Styles provide a
great way to get just the right look for your document.
The bane of those who live and breathe styles is users who take a perfectly
good document and apply explicit formatting, without using styles. Worse
still is the user who will apply explicit formatting over a document that is
already formatted with styles.
If you are such a user (the type that loves styles), you may long for a way
to search for places in your document where explicit formatting has been
applied. Word allows you to search for different types of formatting--you
can search for styles or for different formatting attributes. You cannot,
however, search for explicit formatting vs.
style formatting. When you search for a particular formatting attribute,
such as bold or italic text, Word makes no differentiation based on whether
that attribute is the result of a style or explicit formatting. Likewise, if
you are searching for a style, Word doesn't draw your attention to whether
the style has been overridden with explicit formatting.
The news isn't much better if you like to create macros, either. While you
can create a macro to do any of the searches you can do manually, creating a
macro to differentiate explicitly applied formatting from style-applied
formatting would be extremely complex. There are just so many different
formatting attributes to be checked, that a macro would quickly become
unwieldy.
While it may not be the easiest solution, if you are working with users who
apply explicit formatting, it may take some extensive training to educate
them on the virtues of using styles and continuing encouragement that they
use them. If you work for a company that has a training program, such a
course (or a refresher) would be well worth your time.
There is some bright news on the horizon, however. Word 2003--which will be
available later this year--reportedly offers several ways of identifying
paragraphs with altered styles. Perhaps the most exciting promise is that
Word 2003 can mark "formatting inconsistencies" on the fly, with a blue wavy
underline--much like the spelling and grammar checking marks. Whether these
features make it into the final release of Word 2003 is still up in the air,
however.
(Thanks to Suzanne S. Barnhill, Kathleen McGrath, Mary Padilla, Susan
Hacker, and Ingrid Anderson for contributing to this tip.)
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------------------------------
Non-printing Page Borders
------------------------------
In other issues of WordTips you learned how to set full-page margins using
Word. Periodically I have readers inquire as to why one or more of their
page borders don't print out. The short answer is: You are using too big of
a page border. If the border extends too close to the edge of the paper,
your printer may not be able to print it. This is because all printers have
what is called "dead space" around the edges of the paper. This space is
typically used for mechanical handling of the paper, and therefore cannot be
printed upon. Different printers have different amounts of dead space; you
should check with your printer manufacturer for complete information.
To correct your page borders and make sure they are not in the dead space
area, follow these steps:
1. Choose Borders and Shading from the Format menu. Word displays
the Borders and Shading dialog box.
2. Make sure the Page Border tab is selected.
3. Click on the Options button. Word displays the Border and
Shading Options dialog box.
4. Adjust the Top, Bottom, Left, and Right margin settings so they
are larger than the amount of dead space imposed by your
printer.
5. Click on OK two times.
When you reprint, if the border still won't print, then it could be an
interaction between your page margin settings and your page border settings.
You should make sure that the page border settings (step 4,
above) are larger than your dead space, but less than the applicable page
margin. Thus, if your page border is set to print on the bottom at 36 points
(one-half inch), then your page margin for the bottom of the page should be
greater than one-half inch.
------------------------------
Displaying Clip Art Details
------------------------------
Many people like to use the Clip Gallery included with Word. One of the
drawbacks to the Clip Gallery, however, is that you cannot quickly tell the
size and format of the artwork you are about to add to your document. You
can, however, follow a few simple steps to see a complete rundown on artwork
before adding it.
If you are using Word 97 or Word 2000, follow these steps:
1. Choose Picture from the Insert menu. This displays a submenu.
2. Choose Clip Art from the submenu. This opens the Clip Gallery,
displaying the Insert ClipArt dialog box.
3. Locate the clip art you are thinking of inserting in your
document.
4. Right-click on the artwork. Word displays a Context menu.
5. Choose Clip Properties from the Context menu. Word displays the
Clip Properties dialog box.
6. Review the dialog box to learn detailed information about the
artwork.
7. Click on OK or Cancel to close the Clip Properties dialog box.
8. Continue using the Clip Gallery to review or insert artwork, as
desired.
If you are using Word 2002, you can find out even more information about the
artwork. The steps, however, are a bit different:
1. Choose Picture from the Insert menu. This displays a submenu.
2. Choose Clip Art from the submenu. Word displays the Insert Clip
Art task pane, at the right side of your screen.
3. In the task pane, click on Clip Organizer. Word displays the
Clip Organizer dialog box.
4. Using the Collection List tree, locate the folder that contains
the artwork you are thinking of inserting in your document. The
artwork in the folder should appear at the right side of the
Clip Organizer.
5. Hover the mouse pointer of the artwork, then click on the
down-arrow that appears at the artwork's right side. Word
displays a menu.
6. Choose Preview/Properties from the menu. Word displays the
Preview/Properties dialog box.
7. Review the dialog box to learn detailed information about the
artwork.
8. Click on Close to dismiss the Preview/Properties dialog box.
9. Continue using the Clip Organizer to review or insert artwork,
as desired.
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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
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Do you have an answer to the problems below? Send your answer to
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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.
------------------------------
Find and Replace in Text Boxes
------------------------------
I managed to put an incorrect reference number in a text box in a merge
document. Rather than redo the entire merge, I tried to use Find and Replace
to make the correction, but without success. Find and Replace seems to
completely ignore text boxes. Is there a way to Find and Replace the text in
a text box? (Margaret Millgate)
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Generating a Count of Word Occurrences
------------------------------
There is something I'd like to do with Word and have no idea how to do it or
if it can be done. For certain academic purposes (who else would want to do
something as nutty as this?) I'd like to be able to take Word documents and
print out the number of occurrences of different words in the document; i.e,
'the' appears 116 times, 'and' 48 times, 'sickness' five times, 'mountain'
two times, etc. Can Word be made to do this somehow? (Joe Williams)
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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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