Results 1 to 8 of 8
  1. #1
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Question & Answer formatting (?) (Office 2000 SR2)

    About a year ago, I read in WOW a discussion about a way to set up Word to automatically insert the letters Q and A so as to construct a Frequently-Asked-Questions document. The discussion involved legal documents and making Word do stuff that WordPerfect has been doing for the legal profession for years. I'm building such a document now (no I'm not a lawyer) using the table function. I have 3 columns: In column 1/line 1, I the first Q&A the number 1. In column 2, I put the letter Q, and the letter A on line 2. The third column, of course, displays the question and the answer on lines 1 and 2. Suppose I've got six Q&As, and now I want to add #7. The cursor is in the last existing cell--the one with the answer to question #6. When I hit Tab, Word will add a new row. I want that new row to automatically display the number 7 in the first column and the letter Q in the second column--all properly formatted, of course! And when I tab out of the new line to create yet another new line, I want that line to display nothing in the first column and the letter A in the second column. Am I asking too much?

  2. #2
    3 Star Lounger
    Join Date
    Feb 2001
    Location
    Leigh on Sea, Essex, England
    Posts
    263
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Question & Answer formatting (?) (Office 2000 SR2)

    Hi Lucas.

    You can do what you want by using a set of auto-number styles. I've put an example in the attached file for you to look at, but this is how I went about it:

    First, create three styles (Format | Styles | New). I called mine Q&A_ref, Q&A_A and Q&A_Q. Each should be based on whatever underlying style you need to use - in the example, they are based on Normal. When creating each style, click on the Format button and select Numbering. Here you can set how the numbering looks.

    <UL><LI>For my "Q&A_ref" style, I simply picked the default 1,2,3... position off the numbering tab.
    <LI>For Q&A_A style, I picked another unused one and customised it (Click "Customise"). You are shown how it appears in a text box, which you can edit. I took out the autonumber reference and replaced it with the letter "A". All paragraphs with this style will now be prefixed with "A".
    <LI>For the Q&A_Q style, I did the same, picking another location on the gallery, and used the letter "Q".[/list]As a further refinement, the Q&A_Q style is followed by the Q&A_A style, and vice versa. This means that if you are on a "Q" line and press ENTER, you get an "A" line, and so on.

    A nice feature of Word in tables is that it will start each new table row with the styles in the previous one, so I simply formatted the first column in the Q&A_Ref style (no text, but automatically gives 1,2,3, etc) and the second column to start with the Q&A_Q style (press enter to get the "A"). The third column should just use the underlying style to ensure that it all lines up. Now we have the table, putting the cursor in the last cell and pressing TAB gives you a new row, complete with number in the first column and "Q" ready and waiting in the second (sorry, but you still need to press ENTER to get the "A", but no-one's perfect!)

    One last caution - if you go back in to edit the styles, you will find that Word has put Q&A_A and Q&A_Q numbering in the bulleted section. Strictly speaking this is where they belong, but I didn't create them that way. You may well want to go that route, but frankly working out how to specify the bullet gives me a headache.

    Hope this helps.

    Regards,

  3. #3
    3 Star Lounger
    Join Date
    Feb 2001
    Location
    Leigh on Sea, Essex, England
    Posts
    263
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Q&A formatting - and here's the attachment!

    Oops.

    Missed the attachment, sorry!
    Attached Files Attached Files

  4. #4
    3 Star Lounger
    Join Date
    Feb 2001
    Location
    Leigh on Sea, Essex, England
    Posts
    263
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Q&A formatting - alternative method

    As a follow up to the above, you could simplify things still further by only having two columns. Your first column could have a question style, which was numbered but prefixed by "Q" (e.g. Q1, Q2, etc) and your second column could be the "A" style as before. That way you have less styles to manage, plus it doesn't matter if the answers (or questions) are more than one line, as each is in the same row which will auto-size to fit the longest without having to insert extra spaces.

    Again, the attached shows an example.

    Regards
    Attached Files Attached Files

  5. #5
    5 Star Lounger
    Join Date
    May 2001
    Location
    Stuttgart, Baden-W, Germany
    Posts
    931
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Q&A formatting - alternative method

    Hi Lucas, hi Stuart,

    I append my own shot at the problem; probably it resembles Stuart's file some (I didn't look at it yet).

    I didn't use a table at all, but only two paragraph styles "Question" and "Answer", with the "Question" style containing the numbering and the "Q:", and the Answer stale the "A:" as "numbering".

    <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>Regards, Klaus
    Attached Files Attached Files

  6. #6
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Re: Q&A formatting - alternative method

    A heartfelt thank you to both you guys! I'll try setting this up today!

  7. #7
    Bronze Lounger
    Join Date
    Jan 2001
    Location
    Virginia, USA
    Posts
    1,560
    Thanks
    37
    Thanked 1 Time in 1 Post

    Re: Q&A formatting - alternative method

    Klaus: I understand the formatting process via Format-Styles etc. What stymies me a bit is this: How did you set up your example so that when you press 'Enter' it goes back to "2 Q"? To clarify: When you've set Word to do the automatic numbering thing, you get, say, 1 then hit enter and get 2, then 3 and so on. The same thing happens when you set it for A, then B, C and so on. So...when it's built to give you 1 Q then A (for answer), why don't you get B then C and so on when you hit 'Enter'? By the way, your template fits my needs exactly! Thanks for the reply!

  8. #8
    5 Star Lounger
    Join Date
    May 2001
    Location
    Stuttgart, Baden-W, Germany
    Posts
    931
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Q&A formatting - alternative method

    Hi Lucas,

    There are two styles, "Question", which is auto-numbered
    <pre>1. Q:
    2. Q:
    ...,</pre>


    and "Answer", which is "auto-numbered"
    <pre> A:</pre>


    The trick is to set up Word so every "Question" is followed by an "Answer" if you press Enter, and every "Answer" is followed by a "Question". You do that by editing the two styles (Format > Style... > Edit... > Style for next paragraph; hope that's about right ... I'm using a German version).

    You cannot use this mechanism in a table. Stuart Reynolds table approach uses the fact that in a table, Word will use the style(s) of the previous row if you add a row to the table.

    <img src=/S/cheers.gif border=0 alt=cheers width=30 height=16>Regards, Klaus

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •