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  1. #1
    stergios
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    WORD 97 & 2000-formatting (WORD 2000)

    A team of 8 people are creating procedure manual entries. Some have Word 97 and some, Word 2000. When I cut and paste their docs into my Word 2000 the formatting changes. How can that be stopped? Thanks! <img src=/S/hairout.gif border=0 alt=hairout width=31 height=23>

  2. #2
    Uranium Lounger
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    It depends upon your style definitions. If you have a style in your final document called S1 & someone else has formatted a paragraph on another computer that has a different style definition for S1, when you paste into yours, their formatting will change to your style.

    You can understand the reason for this. Otherwise, you wouldn't be able to keep your styles whenever you paste text.

    The best way is to have everyone work from the same Workgroup template & use only predefined styles. Then you will have consistent formatting.

    Alternatively, you could have everyone define styles that no one else used. Then when you paste into your document, the style definition will be copied along with it. However, this could be a horrible mess if you wanted to have similar elements (topic headings, subtopics, etc.) formatted the same or if you wanted to change the formatting in a consistent manner.

    You should also make sure that Tools/Template & add-ins doesn't have "automatically update document styles" ticked...AND under Format/Styles/Modify (for each style) that you do not have "automatically update" ticked.

    Hope this helps.

  3. #3
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    To add to Phil's recommendation of using a custom template:

    The layout in Word97 is a bit different from Word2000. The most important change: "Space After" of one paragraph and "Space Before" of the next paragraph add in Word97, while in Word2000, the bigger of the two values is used.

    To avoid differences, you could set the compatibility options in "Tools > Options > Compatibility" to "Recommended options for: Word for Windows 97" in your documents, or use only "space before" or only "space after" in your style definitions.

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

  4. #4
    stergios
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    To be sure I understand - if I save my 50 page doc as a template, then distribute copies of it, team members can use it (with "track changes?") to work in and the formatting problem will not occur? Thanks again for your patience and assist! <img src=/S/confused.gif border=0 alt=confused width=15 height=20>

  5. #5
    stergios
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    Will do! Thanks for your input. <img src=/S/hello.gif border=0 alt=hello width=25 height=29>

  6. #6
    Silver Lounger Charles Kenyon's Avatar
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    All of the changes may have little to do with the differences between Word 97 and Word 2000 and much more to do with the consistent use of styles (or lack of such use). See <A target="_blank" HREF=http://www.addbalance.com/usersguide/styles.htm> Understanding Styles</A> for more on how styles work. Generally cutting and pasting formatted text between different documents, even by the same author, even on the same system, even using the same word processing program, works poorly unless styles were intelligently used in formatting that text.

    Also if your documents contain automatic numbering of any sort that is a whole different plate of spaghetti! See <A target="_blank" HREF=http://www.wopr.com/cgi-bin/w3t/showthreaded.pl?Cat=&Board=wrd&Number=84360&page=0 &view=collapsed&sb=5&o=0&vc=1#Post84360> this post</A> for an idea of the kinds of problems that can arise even when styles have been used, if the people using them didn't understand what they were doing.

    I would strongly recommend that you download the Word version of <A target="_blank" HREF=http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm> How to Create a Template - Part 2</A> by John McGhie. It has a template included that could form the platform for your group's work.

    If you are on a network, put the template into the Workgroup templates folder and ask everyone to 1) use it for future work, 2) format only using styles, never use the buttons for paragraph numbering or bullets, use styles, and 3) paste into their documents based on it only using Edit => Paste Special => Unformatted text.

    If they need to have different formatting for something that they are writing, they should create a different style for that formatting, not simply modify an existing style.

    This isn't easy to get people to do, I know. When you try to put things together, work with copies. If a paste or INCLUDETEXT brings about a funny result, abandon that copy and using a new copy try using paste special - unformatted text yourself.
    Charles Kyle Kenyon
    Madison, Wisconsin

  7. #7
    stergios
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    Charles - thanks for the direction. I now have 50 plus pages re template/style etc. to read. I will be a newbie to template making no longer! Best - <img src=/S/grin.gif border=0 alt=grin width=15 height=15>

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    Re: WORD 97 & 2000-formatting (WORD 2000)

    That's one way you could minimize changes. I see Klaus & Charles have given pointers also especially regarding space between paragraphs & numbering.

    Using the same template, such as having a document based on the same template & using the same styles will minimize problems. You must also be sure that your users use styles rather than direct formatting. Although direct (manual) formatting is copied between documents, you can sometimes get surprising results when you paste text into another paragraph.

    Hope this helps.

  9. #9
    Silver Lounger Charles Kenyon's Avatar
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    One more link that might be helpful and a thought on people management. The link is to <A target="_blank" HREF=http://www.addbalance.com/usersguide/templates.htm> Template Basics</A> (addbalance.com/usersguide/templates.htm) and the thought is . . .

    If you have to apply paste special unformatted text to something someone on your team sends you, after you've spent the time to develop styles and a special team template, I would recommend sending the result back to them so that they can apply or build the proper style to format their work. This will not make you popular, at least not at first. It will develop your team's Word skills, though. Otherwise, your work will be wasted and you'll end up still doing a lot of reformatting work.
    Charles Kyle Kenyon
    Madison, Wisconsin

  10. #10
    whomper
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    i do not understand
    this is BACKWARDS
    text pasted in should take my style
    not change my document to the style of the document cut from

    when combining multiple documents this causes massive problems and we have to reformat our final all over again no matter what template we started with

    have i missed something
    is there a better way to protect MY document from being changed?

  11. #11
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    Re: WORD 97 & 2000-formatting (WORD 2000)

    <P ID="edit" class=small>Edited by Phil Rabichow on 05-Nov-01 11:58.</P>>>i do not understand
    this is BACKWARDS
    text pasted in should take my style<<

    That is correct. IF the style from the source document & the target document have the same name, the pasted text will take on the style of the target document. But if they have different style names, that style will be added to the target document.

    >>not change my document to the style of the document cut from<<

    The original poster had a different problem, in that the pasted text was taking on the formatting in the target document.

    >>is there a better way to protect MY document from being changed?<<

    If you are cutting from the source document & pasting into the target document, you can use a Paste Special as unformatted text. Then there will be no direct formatting that is carried over. You could also select the text before cutting it & press Ctrl+Q & Ctrl+spacebar to remove all direct paragraph & character formatting.

    If this isn't what you're asking, perhaps you could give an example of exactly how you are performing the steps & what styles you're using.

    Hope this helps.

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