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  1. #1
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    Merge IncludeText Question/Problem (Word 97)

    I have a main form file where the Normal paragraph style is using Times New Roman font. The first page (first section) is a letter and the second page (second section) is an envelope. On the third page (3rd section), I use INCLUDETEXT command to insert (include) a file depending on the value of field 1. Everything seems to be working fine but the file(s) I'd like to include were created using Courier New on Normal paragraph style. When the merge is finished, the entire document is on Times New Roman. I need the inserted (included) files to hold there own font.

    Here's another problem <img src=/S/dizzy.gif border=0 alt=dizzy width=15 height=15>. The inserted (included) file have 4 sections, 4 different footers. When the merge is finished, the first section of the inserted (included) file becomes section 3, which I understand, since the first section is the letter and the second section is the envelope. The problem is, the footer on sections 5 and 6 (which used to be sections 3 and 4) on the inserted (included) file doesn't show up.

    What am I doing wrong?

    Thanks

    --Maria

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    Re: Merge IncludeText Question/Problem (Word 97)

    Create a new style with a name other than Normal using Courier New font and apply that style rather than the Normal style to text you want to retaint he Courier New attributes to. This way, the font attributes will be retained even when the file is included in another file based on a template having some other font applied to the Normal style.

    About the headers and footers of the sections, there are a few threads on this site which solve this problem. Search on the phrase "Section Breaks" and you will reach it.

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    Re: Merge IncludeText Question/Problem (Word 97)

    Hi Rajesh:

    I was able to fix the footer problem. I didn't know that I'm suppose to add a Continuos Section Break at the end of each file <img src=/S/evilgrin.gif border=0 alt=evilgrin width=15 height=15>. I found out that it is also difficult deleting sections <img src=/S/hairout.gif border=0 alt=hairout width=31 height=23>.

    About the font problem, In WordPerfect, you can create Open styles (where fonts and other settings can be placed) at the top of the document so that even if you insert files on top of each other, the font will not change. Is there a similar style I can create in Word? These documents are very long, at least 20-30 pages each. So creating a separate paragraph style and applying them to each paragraph is so much work.

    I am new to Word <img src=/S/crybaby.gif border=0 alt=crybaby width=15 height=15>.

    Thanks

    --Maria

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    Re: Merge IncludeText Question/Problem (Word 97)

    <<About the font problem, In WordPerfect, you can create Open styles (where fonts and other settings can be placed) at the top of the document so that even if you insert files on top of each other, the font will not change. Is there a similar style I can create in Word? These documents are very long, at least 20-30 pages each. So creating a separate paragraph style and applying them to each paragraph is so much work.>>

    Anyone? Is this not possible in Word?

  5. #5
    Super Moderator jscher2000's Avatar
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    Re: Merge IncludeText Question/Problem (Word 97)

    > I use INCLUDETEXT command to insert (include) a file...I need the inserted (included) files to hold there own font.

    In your field code, delete the * MERGEFORMAT switch.

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    Re: Merge IncludeText Question/Problem (Word 97)

    Hi Jeff:

    I do not have *MERGEFORMAT switch.

    Any other ideas?

  7. #7
    Silver Lounger Charles Kenyon's Avatar
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    Re: Merge IncludeText Question/Problem (Word 97)

    Hi Maria,

    This is one of the (many) problems that arises from using the "normal' style for formatting. However, it can arise from using any style to mean different things in different documents.

    Any style in a document can have only one definition in that document. This includes files that are "included" in the document using includetext. In this case, you want to go to your included document and select the text that is to be in courier new. Define a new style that is not based on normal and apply that style to the courier new text.

    In the following, I am assuming that you are a refugee (perhaps unwilling) from Word Perfect. I realize that you need a solution to your problem now but you may need to back off a bit and go back to "school."

    Word and Word Perfect work very differently from one another. Each program's methods have strengths and weaknesses, but if you try to use one of these programs as if it were the other, it is like pushing on a string! You can easily make a lot of extra work for yourself. <img src=/S/exclamation.gif border=0 alt=exclamation width=15 height=15>

    See <A target="_blank" HREF=http://www.addbalance.com/word/wordperfect.htm>Word for Word Perfect Users</A> (addbalance.com/word/wordperfect.htm)
    <A target="_blank" HREF=http://www.mvps.org/word/FAQs/General/WordVsWordPerfect.htm>Word Perfect compared to Word</A> (mvps.org/word/FAQs/)
    <A target="_blank" HREF=http://www.mvps.org/word/FAQs/General/TipsAndGotchas.htm>Tips and Gotchas</A> (mvps.org/word/FAQs/)
    <A target="_blank" HREF=http://www.mvps.org/word/FAQs/General/RevealCodes.htm>Does Word Have Reveal Codes?</A> (mvps.org/word/FAQs/)
    <A target="_blank" HREF=http://www.mvps.org/word/FAQs/General/WordPerfectConverters.htm>Word Perfect to Word Converters and Why None of Them Are Perfect</A>
    <A target="_blank" HREF=http://businesssoft.about.com/compute/businesssoft/library/blconvert.htm>Converting Documents from Word Perfect to Word</A>
    for information on Word for Word Perfect users.

    For more:
    <A target="_blank" HREF=http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart1.htm>How to Create a Template (Part 1)</A> (mvps.org/word/FAQs/)
    <A target="_blank" HREF=http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm>How to Create a Template (Part 2)</A> - download the Word version which includes a template built the way the tutorial describes. It is a work of art. (mvps.org/word/FAQs/)
    <A target="_blank" HREF=http://www.mvps.org/word/FAQs/Numbering/WordsNumberingExplained.htm> Word's Numbering Explained by John McGhie</A> (mvps.org/word/FAQs/)
    <A target="_blank" HREF=http://www.addbalance.com/usersguide/styles.htm>Understanding Styles</A> (addbalance.com/usersguide/styles.htm)


    In Word 2000 or later you can get the function keys to display in a special toolbar at the bottom of the screen if you want (something like pressing F3 twice in WP). The following macro will do this.

    Sub ShowMeFunctionKeys()
    Commandbars("Function Key Display").Visible = True
    End Sub


    Learn about <A target="_blank" HREF=http://www.addbalance.com/usersguide/styles.htm> Styles</A> - really learn! I resisted for years and now regret every day of those years because although that string was still very hard to push, it kept getting longer and longer, and had some very important projects tied to it! Once you understand styles and the Word concept of organizing things into Chinese boxes everything falls into place and instead of pushing a string, you can push a button that turns on the very powerful text processing machine known as Microsoft Word and it will start doing your work for you instead of running around behind you trying to undo what you just thought you did.

    Hope this helps.
    Charles Kyle Kenyon
    Madison, Wisconsin

  8. #8
    Super Moderator jscher2000's Avatar
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    Re: Merge IncludeText Question/Problem (Word 97)

    Sorry, I was testing with documents that had special styles. Document in Normal style behave as described in Charles' description.

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    Re: Merge IncludeText Question/Problem (Word 97)

    kittynut: when you create your own style, you can define what style the following paragraph will be - so if you name your style KeepMeCourier, you can tell it that the next paragraph should also be in KeepMeCourier. Is that what you're looking for?

    If so --

    Go to the Format menu, select Style, click the New button. In the dialog box that pops up, type in the name you've chosen [such as KeepMeCourier] in the "Name:" box. Then click on the button to the right of the "Style for following paragraph" box, and you'll get a pull-down menu that includes the name of the style you're creating [such as KeepMeCourier] - click on it and it should now appear in the "Style for following paragraph".

    Next, click on the Format button near the bottom of the dialog box -- choose Font -- choose Courier New. Click Okay as many times as necessary to get back to the regular Word document screen. Viola! Your new style will be just like Normal, except in Courier New, and all the paragraphs will continue to be in Courier New until you intentionally change them.

    You really *can* do a lot with Styles, they're well worth the pain of learning.

  10. #10
    BAM
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    Re: Merge IncludeText Question/Problem (Word 97)

    Hi Maria,

    If the base font of all the IncludeText documents is Courier, create a style using the Courier font and apply a style directly to your IncludeText field. You'll need to add the * MERGEFORMAT switch to retain the formatting of the field during the merge.
    ~~~~~~~~~~~~~~
    Cheers! <img src=/S/smile.gif border=0 alt=smile width=15 height=15>

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