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From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, August 03, 2002 10:10 AM
To: rsathyamurthy@eth.net
Subject: WordTips for 3 August 2002
WordTips for 3 August 2002 Copyright 2002 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Getting Rid of a Bunch of Frames
* Ignoring the Spelling of Proper Nouns
* Jumping to a Footnote
* Inserting the Author Name
Help Wanted
* Dates Updating when Converting
* Conditional Calculations in Word
Publisher and Copyright Information
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------------------------------
Getting Rid of a Bunch of Frames
------------------------------
Anthony Warner recently wrote to describe a problem he was having. He uses
Omnipage Pro to scan information into Word files, but the files contain many
frames. Anthony wondered if there was a way, perhaps in a macro, to remove
all the frames in a single operation.
While a macro can certainly be written to remove all the frames (and retain
the text), that may not be the best approach in this particular situation.
The best solution may be in the scanning process itself.
Omnipage Pro allows you to scan text in several different formats.
Unfortunately, the way that these formats are described within the program
varies based on the version you are using. In other words, Omnipage Pro 10
uses different terminology than Omnipage Pro 11, etc.
Be that as it may, with a little experimentation, you should be able to get
the text you want without all the frames.
When scanning text, the Omnipage Pro Wizard helpfully asks if you want to
retain the original page's appearance. How is this appearance retained?
Through the use of frames. If you don't want the frames, indicate that you
don't want to retain the appearance. Omnipage will scan the text, and you
can then format it as desired in Word.
If you are not using Omnipage Pro's Wizard, then look for settings which
allow you to scan a document as unformatted text or as "retain font and
paragraph view." Experiment with these settings to make sure that you are
getting what you want in the files created by Omnipage Pro. Even though the
unformatted text that results from Omnipage Pro may look worse (at first
glance), if you attach a Word template to the file and apply pre-defined
styles, your document can look great in no time.
You can also, if desired, force Omnipage Pro to save its output in RTF
format rather than in Word format. This will remove all the Word frames,
because those objects are not supported in RTF. Similarly, if you already
have a group of scanned documents that contain frames, you can save the
documents in RTF format and then open them in Word. The frames should be
gone.
A related approach is to copy everything in the Omnipage-created Word
document, paste it all into WordPad (which doesn't support frames), copy all
the text in the WordPad document, and paste it back into the Word document.
This "round trip" approach will remove all the frames.
You might also try selecting the entire document created by Omnipage Pro
(press Ctrl+A), and then press Ctrl+Q. This sets every paragraph back to its
default condition. Chances are good that the frames are not a part of the
base styles used in the document, so using Ctrl+Q results in the frames
being removed with the rest of the explicit, non-default paragraph
formatting.
(Thanks to Alan May, Hafizullah Chishti, Suzanne S. Barnhill, Mike Buzzard,
William F. Butler, June Baker, Sandra Paver, and Eva Beattie for
contributing to this tip.)
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------------------------------
Ignoring the Spelling of Proper Nouns
------------------------------
Subscriber David Goldenberg wants Word to ignore the spelling of proper
nouns when doing a spell check. It seems that his documents contain many,
many proper nouns (first letter of the noun is capitalized), and he is tired
of "ignoring" them during a spell check.
There are two primary ways you can approach this problem. The first is to
make sure that all the proper nouns you are likely to run into are in your
custom dictionary. If you like, you can search for custom dictionaries
already available on the Web. For instance, the dictionary available at
http://wordweb.info/free/ includes many, many proper nouns in it.
If you have a little free time, however, a better approach might be to
create the custom dictionary yourself. For instance, open five or ten
representative documents, and compile a list of all the proper nouns in
those documents. This may be a huge list, but it shouldn't be too hard to
create. I would use the following general steps to create the list,
remembering to always work on document copies, not on the original
documents:
1. Use the Find and Replace feature to replace every space in the
document with a paragraph mark. This will put every word on its
own line.
2. Use the Find and Replace feature to remove punctuation in the
document. Now you should have just words.
3. Select the entire document and sort it, making sure that you set
the Sort Options for case sensitive.
At this point all the words that begin with capital letters are in one place
in the document, as are all the words beginning with lowercase letters.
Delete the words that begin with lowercase letters, and remove any
duplicates from those that begin with uppercase letters.
The resulting list can then be added to your custom dictionary, as described
in other issues of WordTips.
The second primary approach to the problem is to format your proper nouns
for "no proofing." Words formatted in this manner are not included in the
spell check or the grammar check. Formatting words in this manner can
quickly get tedious, but there are helps. First of all, you could create a
character style that has no proofing. This style could then be applied to
your proper nouns, as desired. This approach is best used while you are
initially editing the document.
Second, you could create a macro shortcut to select the current word and
apply the "no proofing" formatting. Again, this approach is great if you are
initially writing the document.
If your documents are already written, it may be best to use a
find-and-replace approach to formatting the proper nouns for no proofing.
Before beginning, however, it is important to understand that Word cannot
differentiate a proper noun at the beginning of a sentence from a non-proper
noun; both use an initial capital letter.
This means that you cannot create a pattern in Find and Replace that will
differentiate between proper nouns at the beginning of a sentence and any
other capitalized word at the beginning of a sentence.
With this in mind, you must figure out if you want to spell check the first
word of each sentence or not. Logic would dictate that you do spell check
first words in sentences, as there are likely fewer sentences that begin
with proper nouns than sentences that don't.
Taking these caveats into consideration, you can follow these steps to use
Find and Replace to format all proper nouns (except those at the beginning
of sentences) as "no proofing."
1. Press Ctrl+H, or choose Replace from the Edit menu. Word
displays the Replace tab of the Find and Replace dialog box. (In
Word 6 or Word 95 the Find and Replace dialog box appears.)
2. If available, click on the More button.
3. Make sure the Use Wildcards check box is selected. (In Word 6 or
Word 95 it is the Use Pattern Matching check box.)
4. In the Find What box, enter the following:
[!.\?;:"\!] <[A-Z][A-z]@>
5. In the Replace With box, enter ^&.
6. With the insertion point still in the Replace With box, click on
Format, then choose Language. Word displays the Replace Language
dialog box.
7. In the dialog box, select the Do Not Check Spelling or Grammar
check box (Word 2000 and Word 2002) or select "No Proofing" in
the list of languages (Word 97 and earlier).
8. Click Replace All.
For some readers not familiar with pattern matching in Word, the Find What
pattern (step 4) might be a bit intimidating. The first set of brackets
defines a character that should be matched. Because the first character
inside the brackets is an exclamation point, then Word will find any
character except those listed. In other words, any character except a
punctuation mark (period, question mark, semicolon, colon, quote mark, or
exclamation mark) will be found by Word. (Notice that the question mark and
exclamation marks are preceded by \ characters.
This is because the question mark and exclamation marks normally have
special meanings in pattern matching, and the slash tells Word to ignore
that special meaning in this one case.)
If you use smart quotes in your document, you should also place a beginning
smart quote in the first expression by pressing Alt+0147 (on the numeric
keypad) within the brackets--perhaps right after the quote mark that is
already there. In addition, if your word has a lot of abbreviations that use
periods, such as Mr., Ms., or Dr., then you may want to delete the period
from within the brackets.
The next character in the pattern is a space. With this in place, Word will
search for a character that is not a punctuation mark and is followed by a
space. Next, Word will find any capital letter--designated by the range
[A-Z]--that begins a word. (The < sign indicates that the capital letter has
to start at the beginning of a
word.) This initial capital letter can be followed by any number (@) of
other letters ([A-z]), uppercase or lowercase, at the end of a word (>).
When all this is put together, Word is searching for a word of at least two
letters that starts with a capital letter and is not preceded by punctuation
and a space. This means we are skipping all words that begin sentences. We
are replacing them with the "no proofing" format so that Word will not spell
check them.
Astute readers familiar with pattern matching will note that the search
expression selects not only the capitalized word, but also the last letter
of the preceding word before replacing the expression with "no proofing".
However, since the rest of the preceding word is not marked as "no
proofing", it will still be spell checked.
For example, suppose you have the following trite sentence:
The man named Wyatt writes a newsletter.
The search pattern would match the characters "d Wyatt" and mark them for
"no proofing." Nevertheless, Word will find a spelling mistake if you had
actually written the following
The man namd Wyatt writes a newsletter.
Word will still catch "namd" as being spelled incorrectly, even though the
"d" is marked for "no proofing."
(Thanks to Stuart Troy, Phil Rabichow, Sara Stitt, and Shawn Wilson for
contributing to this tip.)
------------------------------
Jumping to a Footnote
------------------------------
You can use the Go To function of Word to jump to a specific footnote in
your document. This is done in the following manner:
1. Choose Go To from the Edit menu, or press F5. You will see the
Go To tab of the Find and Replace dialog box. (In Word 6 or Word
95 you simply see the Go To dialog box.)
2. In the left side of the dialog box, choose Footnote. This
informs Word what you want to go to.
3. In the Enter Footnote Number box, enter the footnote number to
which you want to jump. If you want to go to the next footnote,
leave the box blank.
4. Click on the Go To button or the Next button. (This is the same
button. The name changes depending on whether you entered a
footnote number in step 3.)
If you want to go to a footnote relative to the one you are currently
viewing, you can enter a + or - in step 3. For instance, if you want to jump
ahead three footnotes, you would enter +3 in the Enter Footnote Number box.
Likewise, if you wanted to jump back 2 footnotes, you would enter -2.
If there are no footnotes in the document, or if you enter an invalid
footnote number, Word positions you at the beginning of the document.
------------------------------
Inserting the Author Name
------------------------------
It is possible in Word to keep track of quite a bit of summary information
for a document. One of the pieces you can track is the author of a document.
This originally is set to be the same as the Word user name, but you can
change the author name at any time. Word allows you to insert the author's
name directly in your document, and have it updated automatically if you
should ever change the author's name. This is done by following these steps:
1. Position the insertion point where you want the author name
inserted.
2. Choose Field from the Insert menu. You will see the Field dialog
box.
3. Select Author from the Field Names list (right side).
4. Click on OK.
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This week WORDTIPS PREMIUM subscribers also read about:
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* Adjusting Table Row Height
* Opening a Template
* Quickly Adjusting Paragraph Spacing
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This section is for those having problems making Word behave. Having a
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------------------------------
Dates Updating when Converting
------------------------------
I have a number of pre-1998 WordPerfect documents that I can open with Word.
The problem is, every time a document opens, any dates typed within the
document are automatically replaced with today's date. I didn't create the
documents (our company stopped using WordPerfect in
1998) and I can't figure out why it keeps doing this. When I open the
document, everything is changed. How do I keep this from happening?
(Amorette Dye)
------------------------------
Conditional Calculations in Word
------------------------------
I have a Word document that contains a table. In the third column I have a
calculation based on the second column, { = (B2-B1) }. What I want is that
if B2 is equal to 0 (zero) the result of the calculation should be set to 0
(zero) or "". How can this be done? (Henric Bladh)
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