-----Original Message-----
From: WordTips [mailto:awyatt@dcomp.com]
Sent: Saturday, May 04, 2002 9:00 AM
To: sathyamurthy@netkracker.com
Subject: WordTips for 4 May 2002
WordTips for 4 May 2002 Copyright 2002 by DCI
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In This Issue...
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Publisher's Notes
Tips
* Putting Endnotes in Their Proper Place
* Reducing Document File Size
* Adding a Box Around Selected Text
* Printing the Current Page
Help Wanted
* Creating Custom AutoText Categories
* Entering Many Items In a Drop-Down Form Field
Publisher and Copyright Information
Important Links
Subscription Information
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PUBLISHER'S NOTES * PUBLISHER'S NOTES * PUBLISHER'S NOTES
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It has been a busy week. We survived a "trojan virus," server problems with
the store, server problems with e-mail addresses, and packing.
(Well, we haven't really made it through the full packing mess yet; we are
still in the midst of it.)
Things are quite busy around here. The moving truck is coming on Wednesday,
and then we are off to beautiful Mesa, Arizona. It is about a 2,000 mile
trip from where we are, and we will be taking almost a week to get there.
That means that I will not be responding to e-mails between probably May 8
and May 15. Don't worry; I will get to them all just as soon as I can. While
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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.
------------------------------
Putting Endnotes in Their Proper Place
------------------------------
When constructing a document, many people like to use endnotes.
Further, they like to place the endnotes just before document elements such
as the glossary and index. Depending on how you put your document together,
this can be either easy or hard.
If your document does not use sections, you can insert a section break just
before your glossary. Then, within the body of the document itself (the
portion before the freshly inserted section break), you can specify that
endnotes be placed at the end of the section, rather than at the end of the
document. To do this, follow these steps:
1. Choose Footnote from the Insert menu. Word displays the Footnote
and Endnote dialog box.
2. Click on the Options button. Word displays the Note Options
dialog box.
3. Make sure the All Endnotes tab is selected.
4. Using the Place At drop-down list, specify that you want
endnotes to appear at the End of Section.
5. Click on OK to accept the change. Word closes the Note Options
dialog box.
6. Click on Cancel to dismiss the Footnote and Endnote dialog box
without actually placing a note.
If you are already using sections in your document--for instance, to divide
the document into chapters--then solving the problem is a bit harder. If you
set up endnotes to appear at the end of sections, then they will appear at
the end of each chapter in your document. In this situation the only viable
solution is to specify that the endnotes appear at the end of the document,
and then place the glossary and index in their own file separate from the
main document.
(Thanks to Graham Smith and Steve Aprahamian for contributing to this
tip.)
Help support WordTips and obtain a valuable resource by
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------------------------------
Reducing Document File Size
------------------------------
Subscriber Colin Goss was having problems with a document that contained six
pictures, each about 58K in size. It seems that he couldn't understand why
the file would end up over 6M in size.
There are several possible reasons for this behavior in Word. First of all,
you should make sure that you have Fast Saves turned off (Tools | Options |
Save | Allow Fast Saves). As explained in other issues of WordTips, Fast
Saves can dramatically increase the size of a document.
When you turn it off, use Save As to save the document to a new file name
the first time. This will get rid of any extra information Word stored with
the document.
Next, make sure that the actual images are the resolution and dimensions you
need before you paste them into your document. The resolution at which a
graphic is created can greatly affect the size of the individual graphic.
Use a graphics program to reduce the resolution of the image, if this will
work for your needs. As to image dimensions, if the finished picture in Word
will be four inches across, use a graphics program to resize the image to
that size. You should not use Word's resizing or cropping features, as this
does nothing to reduce the actual size of the graphic as it is saved with
the document.
Finally, if you are using an older version of Word (Word 97 or older), you
should consider upgrading to a newer version. In older versions, Word could
actually save two versions of a graphic with a document, depending on the
graphic file format you used. For instance, if you inserted a GIF image in
an older version of Word, then both the GIF and a WMF version of the image
were automatically saved with the document. This problem also crops up if
you are using newer versions of Word and you save the document into an older
file format or into RTF. The problem and a potential solution is detailed in
the Microsoft Knowledgebase, article Q224663:
http://support.microsoft.com/search/preview.aspx?scid=kb;en-us;Q224663
If you are using Word 2002 you can even try an additional approach.
Follow these steps:
1. Place your graphics, as normal.
2. Right-click on one of your graphics. Word displays a Context
menu.
3. Choose Format Picture from the Context menu. Word displays the
Format Picture dialog box.
4. Make sure the Picture tab is selected.
5. Click on Compress. Word displays the Compress Pictures dialog
box.
The choices in the Compress Pictures dialog box can affect either a single
graphic or all graphics in your document. Basically, the dialog box is a way
to adjust the resolution at which graphics are saved in a document, as well
as the format in which they are saved. It appears that when you choose to
compress graphics, they are internally changed to a PNG format, which is
more compressed than the native format you may have used for the graphic.
You can fiddle around with the options in the dialog box to see what works
best for you.
Finally, if you need to transfer an otherwise large document file via e-mail
or some other electronic means, you should consider compressing the file
using a program such as WinZip. Compressing in this manner can result in
dramatic savings on the file size, which will decrease transfer time over
the Internet or any other network.
(Thanks to Graham Smith, Steve Hudson, Ron Hatcher, Terry Farrell, Norbert
F. Wenig, Johanne Lavallee, and Ginger Rendon 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,
visit the Web site:
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------------------------------
Adding a Box Around Selected Text
------------------------------
If you desire, Word allows you to add borders around words or characters
with your text. These borders are around the actual words and characters,
mind you, not just around entire paragraphs. If you are using Word 97 or a
newer version, you can follow these steps:
1. Select the text that you want bordered.
2. Select the Borders and Shading option from the Format menu. You
will see the Borders and Shading dialog box.
3. Select a line type from the Style list.
4. Use one of the preset boxes available in the dialog box,
according to your desires.
5. Click on OK to close the Borders and Shading dialog box.
Regardless of which version of Word you are using you can also use field
codes to add a border around text. Follow these steps:
1. Position the insertion point where you want the boxed text to
appear.
2. Press Ctrl+F9 to insert field braces.
3. Within the field braces, type EQ \x(text), replacing "text" with
the text you want boxed.
4. Press Shift+F9 to show the results of the field.
------------------------------
Printing the Current Page
------------------------------
Word gives you complete control over how it prints your document. You can
either print the entire document, or you can print a portion of it. To print
the current page only, follow these steps:
1. Choose Print from the File menu. You will see the Print dialog
box.
2. Click on the Current Page radio button.
3. Click on OK.
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This week WORDTIPS PREMIUM subscribers also read about:
* Inserting an Em Dash
* Quick File Management
* Finding Alternate Words
* Exiting a For ... Next Loop Early
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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.
------------------------------
Creating Custom AutoText Categories
------------------------------
When I choose the AutoText option from the Insert menu, I see a list of
AutoText categories. How do I create my own custom AutoText categories?
(Debbie Stranack)
------------------------------
Entering Many Items In a Drop-Down Form Field
------------------------------
I need to enter more than 25 items in a drop-down form field created using
the Drop-Down form field icon from the Forms toolbar. How can this be done?
(Sharon Souza)
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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 11356, Cincinnati, OH 45211. WordTips is a trademark of DCI.
Copyright 2002 by DCI, All Rights Reserved. All broadcast, publication, or
retransmission is strictly prohibited without prior written permission from
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