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From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, August 24, 2002 12:30 PM
To: sathyamurthy@netkracker.com
Subject: WordTips for 24 August 2002
WordTips for 24 August 2002 Copyright 2002 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Protecting Parts of a Document
* Controlling Where a Full-page Border is Printed
* Navigating Your Document Using Outline View
* Making Backup Copies
Help Wanted
* Removing All Text Boxes In a Document
* Automatically Adding Tabs in Footnotes
Publisher and Copyright Information
Important Links
Subscription Information
[BOLD>[72 pt> REVEAL the CODES in WORD <72 pt]<BOLD]¶
[BOLD>[ITALIC> If you're new to Word... <ITALIC]<BOLD]¶
[Emphasis> or you're a seasoned expert... <Emphasis]¶
[TrueStyle> You must try CrossEyes® Today! ¶
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[BOLD>[72 pt> *** Version 2.0 Now Shipping *** <72 pt]<BOLD]¶
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PUBLISHER'S NOTES * PUBLISHER'S NOTES * PUBLISHER'S NOTES
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I hope that things are going well for everyone. Summer is drawing to a close
in our area, and the kids are heading back to school. This can be a hectic
time for families.
On a different note, if you work in a company that has more than 50 Word
users, and you are looking for great training materials at a great price, I
would like to hear from you. Send me a note at awyatt@dcomp.com and I will
let you know what I have in mind.
-Allen
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TIPS * TIPS * TIPS * TIPS * TIPS * TIPS * TIPS * TIPS * TIPS
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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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Protecting Parts of a Document
------------------------------
Word allows you to protect parts of a document so that they cannot be
changed. This is done through Word's implementation of its forms feature.
The idea behind forms is that you can specify the information to be entered
in a form, using special controls, and then you protect the form so that you
can only enter data by using those controls; all other information in the
protected portion of the form cannot be changed. If you didn't define any
controls for the form, then all the information still remains protected, and
you end up with a document that cannot be changed.
When you protect your document, you can also specify that only specific
sections of the document be protected. Sections, in Word, are defined by the
presence of section breaks. You insert a section break by using the Insert |
Break command. Once your document is divided into sections, you can protect
a section by following these steps:
1. Choose Protect Document from the Tools menu. Word displays the
Protect Document dialog box.
2. Make sure the Forms radio button is selected. The Sections
button should now be accessible.
3. Click on the Sections button. Word displays the Section
Protection dialog box.
4. Make sure that only the section (or sections) you want protected
are selected in the list of sections.
5. Click on the OK button. Word closes the Section Protection
dialog box.
6. Click on the OK button to close the Protect Document dialog box.
At this point you cannot change anything in the document sections you
specified in step 4, unless there were forms controls in that section.
Notice that protection is done in Word on a section-by-section basis.
(If there is only one section in the document, then the whole document is
protected.) This means that you cannot protect other objects, such as text
boxes or table cells. There is a way, however, that you can protect an
entire row in a table. All you need to do is insert a continuous section
break at the beginning of the row you want to protect, and then insert
another continuous section break at the beginning of the row following the
one you want to protect. You can then follow the above steps to protect the
section you just created--the one containing a single table row.
You can find more information about creating forms at this Word MVP Web
page:
http://www.mvps.org/word/FAQs/Customization/FillinTheBlanks.htm
Pay particular attention to the links to the tutorials written by Dian
Chapman; they provide quite a bit of detailed information about forms.
(Thanks to Phil Rabichow, Suzanne S. Barnhill, Hafizullah Chishti, Stuart
Troy, Alex Trathen, Stefan Persson, Jim Beard, Tina Carter,
Help support WordTips and obtain a valuable resource by
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Controlling Where a Full-page Border is Printed
------------------------------
In other issues of WordTips you learn how you can add a full-page border to
a document. This feature is available in Word beginning with Word 97. Using
full-page borders can cause some problems, however.
When you print out your document, you may discover that one (or more) of the
sides of your border don't print out.
If you encounter this problem, the reason is because Word is trying to place
the page border in an area that your printer considers a non-printable area.
With very few exceptions, printers have non-printing areas around the edges
of a piece of paper. Non-printing areas on the left and right of the page
occur because the printer has to "grip" the paper somewhere, and in those
areas where it is being gripped, the printer can't print. Non-printing areas
on the top and bottom of a page occur because the printer cannot maintain
accurate control of the page as it first enters the printing area or just
leaves it.
If you want to adjust where a full-page border is printed on a page, 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. Use the controls in the dialog box to specify how you want the
border to appear.
4. Click on the Options button. Word displays the Borders and
Shading Options dialog box.
5. Use the Measure From drop-down list to specify whether your
measurements are going to be calculated from the edge of the
paper or from the text on the page.
6. Use the controls in the dialog box to specify where on the page
the border edges should be printed.
7. Click on OK to close the dialog box.
8. Click on OK to close the Borders and Shading dialog box.
There are a few things to keep in mind as you specify where you want your
full-page borders printed. When specifying the location of the borders in
step 6, you can specify any value between 0 points and 31 points. This means
that the maximum distance for the borders is 31/72 of an inch, or less than
half an inch from the paper's edge if you specify that borders are
calculated Edge of Page (step 5). If your printer cannot print within the
last half inch of the paper, for instance, you won't see the bottom edge of
the full-page borders.
To get around this, try changing the way the border is calculated so it is
Text (step 5) and then play with different positioning settings.
This may take a bit of trial and error. If you still can't get just the
results you like, then you can forego using a full-page border and simply
place a large rectangle AutoShape (with no fill) on your page.
You then have full control over where the sides of the rectangle are
printed.
If you would like more information on full-page borders and why they may not
print, check out this page at the Word MVP site:
http://www.mvps.org/word/FAQs/Formatting/BottomsDontPrint.htm
(Thanks to Suzanne S. Barnhill, Hafizullah Chishti, Stuart Troy, Alex
Trathen, Rose Mary Schoenborn, and Art Hendrickson for contributing to this
tip.)
Got a Word-related product or service you want to let others
know about? Advertising in WordTips is a cost-effective way to let
thousands of serious Word users know about you. For more info,
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------------------------------
Navigating Your Document Using Outline View
------------------------------
If you use defined styles, and you have organized your document so you use
the headings defined by Word, you can use the Outline view to navigate
through your document. For instance, let's assume you have a large document,
and you want to quickly jump to a location that you figure is about
three-fourths of the way through the document. You know the heading for the
text you want to find, but you can't quite remember the exact wording
(therefore, you can't use the Find command). Here's how you could use
Outline view to find the area:
1. Choose Outline from the View menu. The screen will change and
the outline toolbar will appear.
2. Click on first-level heads on the toolbar (the tool with the
number one on it). All text except first-level heads will
disappear.
3. Read through the heads to find the section you want.
4. Position the insertion point on the head.
5. Choose Normal (or Page Layout) from the View menu. Your cursor
is now in the section where you wanted to be.
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Making Backup Copies
------------------------------
By default, Word does not make backup copies of your files. Instead, the old
file is deleted after the new file is written to disk. Other word processors
typically provide backup files by default. If you want Word to provide
backup files, follow these steps:
1. Choose Options from the Tools menu. You will see the Options
dialog box.
2. Click on the Save tab.
3. Click on Always Create Backup Copy, so there is a check mark in
the check box.
4. Click on OK.
Backup files in the most recent versions of Word are saved with a filename
extension of WBK. In Word 6 and Word 95, backup files are automatically
saved with a BAK filename extension.
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This week WORDTIPS PREMIUM subscribers also read about:
* Selecting a Table
* Understanding Smart Cut and Paste
* Inserting the Template Name in Your Document
* Repeating Actions
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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.
------------------------------
Removing All Text Boxes In a Document
------------------------------
Is there a way to search for and get rid of text boxes in a document?
I have the need to frequently use Word documents created by others in which
are imbedded text boxes on every page. These documents are usually quite
large and it does get tiresome to click on each individual box to delete it,
especially if the boxes are in different positions on the pages or the data
I need is on 30, 40, or more pages.
(Jeff Linscott)
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Automatically Adding Tabs in Footnotes
------------------------------
One of our attorneys insists that there be a tabbed space between the
footnote reference number and the text of the footnote. The only thing I can
figure out is to literally go into each footnote and highlight the spaces
between the footnote reference number and the first word of the footnote,
then hit Ctrl+Tab to replace the spaces with a tab character. That works,
but it is not something he wants to do. Is there a way to customize the
footnote appearance so that there is automatically a tab between the
reference number and the text of the footnote itself? (Marie Bell)
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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 2002 by DCI, All Rights Reserved. All broadcast, publication, or
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