on ADD Balance by Charles Kenyon
with input and suggestions from many on 
the Microsoft
Newsgroups and at Woody's Lounge
Version that loads more quickly (multiple pages)
last revised: 16 Aug 2001 02:29:49 -0500 .
This FAQ is maintained (lightly) by me, Charles Kenyon. I am not an expert at any of this but read a lot. The questions and answers come from the various newsgroups on Word. Corrections to the FAQ (or additions) can be sent to kenyonck@bigfoot.com. Unless otherwise indicated the answers here are for Word 97 (and probably apply to Word 95, 98 & 2K). I believe that the answers as to page numbers, headers & footers, and dates apply to all versions of Word released within the last five years. If I'm wrong please let me know.I am a trial lawyer and this is a hobby for me. While I read much of my e-mail, I don’t respond to it all, and often am untimely in my responses to those I do respond to. (I usually receive more than 50 e-mails a day.) My failure to respond to many of thes is not intended to be rude, it is just a fact of life in my life. Since my clients are depending on me (and paying me) to attend to their problems, they take priority over my hobbies.
The suggestions herein are “as is” and without any warranty.
This FAQ is on the Web in three versions:
1) The one you are reading (with all the questions and answers on a single web page),
2) A chopped-up one (which has separate pages for each question / answer and is updated the most frequently), and
3) There is also a copy of this longer one available in Word 97 format. Unfortunately, this one is the last to be updated.
A brief version of this FAQ is regularly posted on a number of the newsgroups on Microsoft Word.
This FAQ is cursory. A number of fine (and more extensive) FAQ web pages are out there and you are encouraged to check them out (see below for URLs).
Also, the answers to most of your questions are in the Help screens that came with Word - if you can only find the right screen. Try using the office assistant (that ^$#*@& paperclip)!
Menu trees:
In this FAQ menu tree selections are indicated by an arrow (è).
Format è Paragraph means choose Paragraph from the Format menu.
Format è Paragraph è Line Breaks and Spacing (tab) means click on the “Line Breaks and Spacing” tab of the Format Paragraph Dialog box.
Return to Questions List Downloads Page
This topic is probably too ambitious. I’m still thinking on it.
In the meantime, there is an article by John McGhie (MVP) on templates and styles posted on the MVPs site:
http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm.
This can be downloaded in Word Format (in which case both the template and document should be placed in the same folder).Also, take a look at http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart1.htm for information on the what and why of templates.
There was an excellent discussion in one of the newsgroups on strategies for implementing styles in a networked environment (and actually getting the users to use them). I have compiled it in Word 97 format. To read that compilation, click here. (Download in zip format - click here.)
Check in Help using the index for “template” or “templates, creating” and you’ll find a very nice article entitled “about templates” or “creating templates” that you should find useful.
For more information on Outline view and heading styles see:
http://www.mvps.org/word/FAQs/General/UsingOLView.htm by Dave Rado.
I have gathered the material in this article in a more coherent form as a part of the Legal Users Guide at http://www.addbalance.com/usersguide/templates.htm.
Templates are a special type of Word document. They hold components for other documents, especially text, Autotext, Macros & Toolbars. They also hold style definitions. When you save a document as a template Word will put attach the three-letter DOS extension of ".dot" to the end of the name instead of ".doc" but it is not the extension that makes it a template and changing the name either way will not change a document into a template or a template into a document.
Creating a document.
When you select New under the File menu, you are shown templates from which you can choose. There are also Tabs of more available selections. (And if there isn't room for all of the tabs, there will be one that simply says "More" and gives you access to the others.) When you pick a template and create a new document based on that template, the template remains "attached" to the document.
All styles in the template are created in the document and will stay with the document even if the attachment is later broken.
Autotext entries, Macros and Toolbars in the template are available to the document so long as the document remains attached to the template, but are not normally transferred into the document. (Documents cannot hold Autotext entries but can have macros and toolbars.)
If you move the document to a different computer that doesn't have the template, the attachment will be broken. You can change the template attached to a document using Tools è Templates and Add-Ins...
User Templates Folder
User templates are stored in a folder (usually on the user's computer) and normally called "Templates." The default location of this folder differs among the various versions of Word. Both the location and the name can be changed by the user. If you ask Word to save a document as a template, this is the folder you will be taken to for that purpose. You can see (and change) the location by using:
Tools è Options è File Locations (tab)
You can save templates any place you want to, but if you want them to show up in the File è New dialog box they must be in either the User Templates Folder or the . . .
Workgroup Templates Folder
There is no default name or location for the Workgroup Templates Folder. I call mine "Shared Templates" and it is kept on the server in a folder that is mapped as the "G:\" drive by the network. (And at home I use the assign command to map a folder in the same way so that I can transfer work back and forth.) This should be a different folder than the User Templates folder. These two folders (and their subfolders) are the usual location for all templates except for . . .
Global templates
Global templates are one type of "Add-In" for Word. They are normally not "attached" to any document and normally do not contribute text or styles to any document. They are excellent vehicles for holding and sharing Autotext, Macros and Toolbars. You can make any template global with:
Tools è Templates and Add-Ins ... è Add (button)
A file open dialog box will open showing the User Templates folder's contents to choose from. You can, though, add a template that is located elsewhere. Since they don't contribute text and are not used to start new documents, global templates are probably best kept elsewhere (and not in the Workgroup Templates folder either). If you add a template as an Add-In this way, it will remain global until you restart Word. At that time, you could add it again, if you wanted to do so. Or, you could make it load automatically on startup by putting the template or a shortcut to the template in the Word Startup folder. This is not the Startup folder in your Start menu, but rather one specifically for Word. You can find (or change) its name and location with:
If the global template is to be shared, you will probably want to use shortcuts to it in each user's Startup folder. That way, any changes will automatically update everyone's Word. If it is your own and not shared you can either put it in the Startup folder or keep it elsewhere and use the shortcut to load it into Word.
Normal.dot - the granddaddy of global templates
This explanation is incomplete. Sorry, but it is a very big topic. Normal.dot is a special global template created and used by Word and should be in the User Templates folder. Unlike other global templates, it should not be shared. Also unlike other global templates, it shares styles with all open documents.
If Word is unable to find the Normal.dot file when started, it will create one, using its defaults. (In some language editions, Normal.dot will have a slightly different name. Also, at least one virus renames Normal.dot.)
The hierarchy of templates - not all are created equal!
So, we have attached templates, global templates, and normal.dot. What happens if there are conflicts (two Autotext entries or macros with the same name, etc.)? They defer to each other according to rules set by Microsoft (but not very easy to discover). The order is:
- First, look in the document. Any macros or styles in the document will be used in preference to others. Any toolbar modifications stored in the document will trump those elsewhere. (If the document and a template both have toolbars with the same name, though, they will both be available when the document is active.)
- Next, check the attached template. Any macros in the template will take priority over any except those of the same name in the document. Any styles added to the template or changed in the template after the document was created will be available to the document by updating styles.
- Then check Normal.dot. All styles in Normal.dot are available to all documents except those already in the document. (Normal.dot has many more styles than are ever used in one document.)
- Finally, check other global templates and add-ins. Again, these do not contribute styles to documents but all macros, toolbars and Autotext entries are available from a global template. If there is a macro with the same name in Normal.dot, the attached template, or the document, as the name in any other global template, the macro in the global template will not be used (except for an AutoExec macro). If there are multiple global template, they are checked in alphabetical order.
When you go to save a template, as a template, Word will take you to your user templates folder. If you store the template there, it is under the General tab for new files. The other tabs that you see under File è New are Folders in one of the template directories. If you want to add a tab, add a folder and store a template there. (In Word 2000 the tab won’t show up if there isn’t a template in the folder.)
Word 97 stores the templates that come with it in these same folders. Word 2000 keeps them elsewhere. If you want your template to show up under the tab for “Letters & Faxes” you need to create a folder with that title in your user Templates folder. Just File è Save As and select template as your file type. Before you save the template, create a new folder “Letters & Faxes” if one isn’t there, and then open that folder and store your template there.
Assuming this is Office 2000 then these articles may be helpful:
When adding a new folder it won't appear until there is a template for that folder.http://support.microsoft.com/support/kb/articles/Q256/1/52.ASP
"WD2000: How to Add a New Tab for Custom Templates"
http://support.microsoft.com/support/kb/articles/Q210/8/84.ASP
"WD2000: General Questions and Answers About the Location of Word 2000 Templates"
http://support.microsoft.com/support/kb/articles/Q216/5/95.ASP
"WD2000: Categories, Locations, and Registry Keys for Word Templates"-- Bob Buckland, MVP, Sept. 2000
An additional place to store templates is in a Workgroup Templates folder. This is when more than one person shares either a network or a computer. This is set up the same way as the Templates folder except that the folder is in a location accessible to all users (perhaps as read-only). Like the Templates folder, folders established in the Workgroup Templates folder will show up as Tabs when you use the File è New command (Word 2000 requires at least one template in the folder for it to show up). Once you have created a Workgroup Templates folder, you need to modify the settings for each user in Word:
Tools è Options è File Locations (tab)
If you give your folders (personal or workgroup) the same name as Tabs already showing up under File è New, your templates will show up under those Tabs. You can have folders with the same names in your personal templates folder and your workgroup templates folder to take advantage of this.
Template folder organization and the File è New dialog box.
Note that the folder depth allowed for Templates folders is two: the Templates folder and one level of folders therein. You can put subfolders in those folders but Word will ignore that structure and act as if you put all the templates directly in the folder at the top level.
Word 97
If your templates folder is structured as in the diagram when you use File è New you will see four custom tabs and five custom templates in your dialog box. If you click on the tab AA you will see no templates.
Word 2000
If your templates folder is structured as in the diagram, when you use File è New you will see three custom tabs and five custom templates. No tab is shown for AA because it contains no templates.
Both
If you click on the tab AB, you will see templates 11, 12, and 13 as options for starting your new document. If you click on the tab AD you will not see any folders. You will see the following templates: 17, 18, 21, 31, 32, 33, 34, 35, 36. All templates that are anywhere within folder AD, including in subfolders, are displayed.
A very fine look at styles was just published by Microsoft in the Legal Users Guide to Microsoft Word. You can find this on-line at http://www.addbalance.com/usersguide.
Downloads Page
If you ask the Office Assistant about this, you won't get a good answer. The assistant will tell you about changing the header or footer at different places in the document by creating new sections. That will work because the header/footer instructions are stored in the last paragraph marker of the section.
Each section can have up to three different headers and three different footers. This is controlled in File è Page Layout è Layout by checking either or both of the options:
__ Different odd and even
__ Different first page
in the headers and footers frame. If you have already set a header or footer and then check "Different first page" the header/footer you set previously will become the header/footer for second and subsequent pages. If you check different odd and even, you can set yet another header/footer for the odd pages that follow page two.
Many experts believe that this is the best way to construct a letterhead template, with the letterhead itself in a header with headers/footers set for "Different first page."
If your template is only one page but the document based on it can be multiple pages, you will want to set up the header/footer for the second and subsequent pages.
When you are writing your template, put in a second page (using a manual page break). Then (with Page Layout set to Different first page) insert your header / footer in the second page. Click Close on the Header/Footer Toolbar and use backspace to delete your page break. Save your template. When someone using your template writes more than one page, your header/footer for the second page will be there!
More on headers - footers:
The way to disable Same as Previous is to click the button in the Headers/Footers toolbar to turn it off. --And you have to do it in the section following the one where you want to make a change.
Moreover, it is independent for each header and footer you have (so you have to do it separately for the odd and even headers).
Also, if you need a header that begins on the second page of a section, use "Different first page" as well as "Different odd and even," then omit the text in the First Page Header.
(Suzanne S. Barnhill)
Downloads Page
Here we'll discuss two methods.
1) Open a new document.
Call up the Font dialog box:
Format è Font
set your preferred font and click on the "Default" button (lower left of dialog box).
This is easiest step but is not complete. It is the method recommended by Microsoft in their Knowledge Base at: http://support.microsoft.com/support/kb/articles/Q211/6/68.ASP
2) To complete your change you should change not only the default font but also the default style. To do this, open the Normal.dot template either from within Word or if in Windows, right-click on Normal.dot and select "Open."
Open the Style dialog box - Format è Styles...
and choose the Body Text style.
Click on the Modify button.
Where it says "Based On" Normal scroll up to the top of the list where it says (no style).
Change the Font to what you want
(Format (button) è Font)
Change the language back from (no proofing) to English (or whatever your language)
(Format (button) è Language).
Set up your default paragraph formatting (space before, indents, tab settings, etc.)
(Format (button) è Paragraph).
Click on the OK button. Click on the OK button (different OK button).
Click on the Apply button.
Type the letter "a" or any character and then press backspace (forcing Word to recognize that you have changed Normal.dot).
Save and close Normal.dot.
The first step is quick and easy. The second step will make it much more likely that if you give your documents to someone else that they will see what you sent them. (In my opinion) typing in normal style and basing styles on the normal style make for much confusion in transferred documents.
For more about styles, see Understanding Styles at http://www.addbalance.com/usersguide/styles.htm. For more about the Normal.dot template (and other templates) see Template Basics at http://www.addbalance.com/usersguide/templates.htm.
Downloads Page
That's right. It isn't just you. See the following links.
http://www.mvps.org/word/FAQs/AppErrors/PageXofY.htm and http://www.mvps.org/word/FAQs/Numbering/PageNumbering.htm
For more on Word 2000, see http://support.microsoft.com/support/kb/articles/Q234/2/87.asp
For more on Word 97, see: http://support.microsoft.com/support/kb/articles/Q159/6/78.ASP
Background: This is a long-standing and still-existing bug in Word. There are work- arounds. Exactly how it works and what the work-arounds are varies depending on the version (and update) of Word that you are using. See the above pages and the following discussions.
August 2000 update (Word 97)
Apparently the "leap year update (a/k/a SR-3) fixes the printing problems with Page X of Y especially for PAGE of SECTIONPAGES.
http://support.microsoft.com/support/kb/articles/Q265/3/74.ASP
September 2000 addition
It appears as though the group is getting tired of "Page x of y" questions so I hope this is an easy one...
Everyone seems to have trouble with printing and not viewing. My problem is with viewing. When I open my document in Page Layout mode, the page numbers are not correct in the header. Knowing that changing the views updates the fields, I've tried switching to another view and back in an AutoOpen macro but this isn't working. The strange thing is that when Word is done loading and control is returned to the user, I can rerun the exact same AutoOpen macro and the page numbers will correct themselves.Could it be that the first time it is getting called the document is not completely loaded?? If so, how can I get Word to call it later in the load sequence (..couldn't find the AutoReallyOpen event!!).
Any help would be greatly appreciated. Thanks in advance...
Tim
Is this the code you're using? It works when I try it:-
'________________ Sub AutoOpen() ActiveDocument.Windows(1).View = wdNormalView ActiveDocument.Windows(1).View = wdPageView End Sub'________________
If you can't get that to work then use Application.Ontime:-
'________________
Sub AutoOpen() Application.OnTime When:=Now, Name:="UpdatePageNos" End Sub'________________
Sub UpdatePageNos() ActiveDocument.Windows(1).View = wdNormalView ActiveDocument.Windows(1).View = wdPageView End SubMore on Page Numbering:
You can use an { IF } field to do conditional page numbering.
Examples:
Print only on the last page:
{ IF { PAGE } = { NUMPAGES } "I want this material on the last page." "I want this material on every page except the last page." }
Print only on Page 5:
{ IF { PAGE } = 5 "I want this material on 5." "I want this material on every page except page 5." }
Note that the { } characters are inserted into a document using Word's Insert Field Codes command (Ctrl-F9) or one of the other field-insertion commands, not by typing. Charaters that look like this which are typed using the keyboard don't work.
Page numbering is best inserted with the header and footer toolbar in a header or footer rather than by using the Insert => Page Number... command.
Word Downloads Page
Downloadable Menu Add-On for Date fields
The easy (but probably wrong) way to put a date in your document is Insert --> Date and Time.
If you don't check "Update Automatically" it is the same as typing the date yourself (except harder). If you do check "Update Automatically" it will update when you print (if you have the setting under printer options as "Update Fields" which is the default). You can manually force an update by putting your insertion point in the date and pressing the [F9] key.
If you want to put a date in a template that updates to the current date when a document is created based on the template, or want to change the format or do other things with the date field, you want to use Insert --> Field --> Date and Time instead. Using the options here, you can either pick a format or type your own characters (called a picture) for the format. The options for the type of date include:
{ DATE } - The date you are looking at the document. Always today (although it may not show on screen as today until you update the field).
{ CREATEDATE } - The date the document was created (or saved using Save As).
{ PRINTDATE } - The date the document was last printed.
{ SAVEDATE } - The date the document was last saved.
The above are the field codes that will be inserted for you using Insert è Field è Date and Time without using any options. If you choose options, they can include the following pictures:
Picture
Displayed Date
\@ "MMMM d, yyyy"
August 1, 2001
\@ "MMM dd, yyyy"
Aug 01, 2001
\@ "MM/dd/yy"
08/01/01
\@ "dddd, MMMM d"
Tuesday, August 1
\@ "ddd, MMM. d, yyyy"
Tue., Aug. 1, 2001
\@ "MM/dd/yy hh:mm:ss am/pm"
08/01/01 10:36:12 PM
\@ "d" \* ordinal
1st
example: { CREATEDATE \@ "MMM dd, yyyy" } = Aug 01, 2001
If you don't like the pictures you are offered, pick the one that is closest to what you want and then modify it in the Insert Field dialog box (or in the codes themselves using Toggle Field Codes).
You can also break a date into multiple fields. This can be done to use special formatting or if you use the F11 key (next field) for manually editing. Example of the former reason:
{ CREATEDATE \@ "dddd" }, the { CREATEDATE \@ "d" \*ordinal } day of { CREATEDATE \@ "MMMM" } in the year { CREATEDATE \@ "yyyy" } = Tuesday, the 1st day of August in the year 2001.
Remember that fields in headers and footers don't get updated quite as predictably. They work fine with CREATEDATE but can have the same problem as page numbers (see that topic) with DATE.
For more on "pictures" and formatting dates see: Fields Switches.
If you want a menu that gives you different kinds of date fields that can be inserted into documents, download the LegalToolbars from http://www.addbalance.com/word/download/. This is a self-documenting global template and includes the following fields in different formats on a menu that can be used without the rest of the legal toolbar:
- Create Date (probably the one you will want to use in most forms)
- Saved / Modified Date
- Date Printed
- Always today (changes whenever document is opened / printed)
Calculated Dates in Word (i.e. today + 14 days)
Downloads Page
see disclosure notice belowAny book on Word is incomplete and out of date, the day it is published! A complete reference would exceed 10,000 pages. The closest to a complete reference is probably the help files supplemented by the knowledge index. That said,
more to be added here
January 2000
Tod M wrote in message ...
>I'm looking for any reference books regarding Word97 that offer detailed information about using Word to build web pages. Any thoughts?
Try this book...
Mastering & Using Microsoft Word 97 to Create Web Pages
Published April 1998 | South-Western Publishing Company
Sorry, don't know the author.
Found this book info at www.indigo.ca. The Canadian price is about $20 dollars. In American, it should be quite reasonable.
Sincerely,
Fatima B
I'm very partial to Perfect Access Guide to Microsoft Word 2000 by James Maroe (Kaplan, 2000).
Veronica D.L.
August 2000
Hi
Anyone suggest a good manual for me as an intermediate skill user.
Whilst in UK I welcome thoughts from anywhere
Many thanks
John
Hi John,
Mosey over to the computer/book store and look for a copy of Woody Leonhard's "Word 97 Annoyances", as well as "Running Word ## for Windows". Both are good, but cover different aspects of using the program. You'll have to decide which is better suited to you :-)
[Running Microsoft Word 2000 by Charles Rubin, Microsoft Press, 1999]
[Running Microsoft Word 97 by Charles Rubin, Microsoft Press, 1999]
[Running Office 2000 Premium by Russell Borland, Microsoft Press, 1997]
Cindy Meister, INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister http://go.compuserve.com/MSOfficeForum
O'Reilly will shortly be publishing Word in a Nutshell, or is it Word 2000 in a Nutshell. Haven't seen it, but that will likely be worth getting. You should also get something like Special Edition Using Word 2000, useful both as a learning tool and as a reference.
I do not like to buy books that cannot later also be used as a reference.
The sample chapter on Tables of Walter Glenn's "Word 2000 in a Nutshell" is available at http://www.oreilly.com/catalog/word2000ian/
Bob Buckland ?:-) MS Word/Office MVP
*Courtesy is not expensive and can pay big dividends*
Description of Word 2000 in a Nutshell from Amazon.com:
Word 2000 in a Nutshell is a clear, concise, and complete reference to the world's most popular word-processing program. This book is the first choice of the Word power user who needs help completing a specific task or understanding a command. It's also an invaluable resource that uncovers Word 2000's undocumented features and shares powerful time-saving tips.
The book's organization offers several ways to find information quickly. Part One is a thorough overview of the Word interface that serves as a roadmap for the rest of the book. This section also empowers users with an under-the-hood perspective on Word and shows how customizable Word really is. Part Two is a detailed reference to every command in Word's menu bar, from the File menu right across to the Help menu. This section illuminates each item with straightforward explanations, clear instructions, and tips on making the most of Word's features. Part Three takes up some of Word's advanced features, with chapters on collaborating, creating a template, using VBA, and more.
Specific topics covered in the book:
Word 2000 in a Nutshell is designed for the power user who needs fast access to critical information without a lot of fluff.
- Understanding Word's global architecture
- Customizing toolbars, menus, shortcuts, and context menus
- Creating and using templates
- Mastering fields and forms
- Making the most of Word's HTML capability
- Discovering the power of master documents
- Getting started with Word macros
