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  1. #1
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    Fields and Formatting (Word2K)

    First off, to everyone who responded to my previous questions about making a hybrid document, I thank you for your replies. I haven't done anything yet because I think that's a little beyond what I can do. I think I need some additional training in Word to make it spin and dance like I want it to. <img src=/S/dizzy.gif border=0 alt=dizzy width=15 height=15>

    At any rate, I am designing a Form in Word. This form will be used by several people and accessed through a common drive. I am saving the form as a Word Template. I have a few fields that pop up again and again and I know (at least I thought I new) how to insert a reference. Say the first field on the first page was labeled "Text1", and farther on down the document if I needed the info in Text1 to pop up again, I would go to Insert-Field-Links and References, then choose "Ref", type "Text1" and click OK.

    The document has a two-page cover letter that is in Courier New (CN) font , 12-point (no waivering from that font style). The rest of the document is in Times New Roman (TNR) 12-point font (no waivering from that font style). So far, so good. The problem is that some of the fields (Text1, Text2, etc.) that are in the CN cover letter are referenced in the TNR portion of the document . I have to have the fonts consistent (no CN font in the TNR portion).

    I tried selecting the reference (after I inserted it), then Format-Font-and changing the font name to TNR, clicking OK, protecting the form and testing it. When I fill in the CN field ("Text1", for example) and go to the location of the reference in the TNR portion, right click of the field and update the field, I get part of the reference in TNR and the rest in CN. The first few words are in TNR and the rest are in CN.

    To say the least, I am frustrated. I've tried the Help Assistant and a couple of books, all to no avail. What am I doing wrong?

    Many TIA

    Cambot
    <img src=/S/brickwall.gif border=0 alt=brickwall width=25 height=15>

  2. #2
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    Re: Fields and Formatting (Word2K)

    Try adding <font color=blue>* MERGEFORMAT </font color=blue> to the end of the field code (inside the { } brackets) like this
    <pre>{ REF Text1 * MERGEFORMAT }
    </pre>


    To see the field code you can use ALT-F9, or right click on the field and select "Toggle Field Codes"

    StuartR

  3. #3
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    Re: Fields and Formatting (Word2K)

    Hi, Stuart:

    That doesn't help. I still get part of the text in Times New Roman and part in Courier New. Does it matter that I saved the original document as a template instead of a document? <img src=/S/question.gif border=0 alt=question width=15 height=15> <img src=/S/question.gif border=0 alt=question width=15 height=15> <img src=/S/question.gif border=0 alt=question width=15 height=15>

    Thanks,

    Camille <img src=/S/question.gif border=0 alt=question width=15 height=15>

  4. #4
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    Re: Fields and Formatting (Word2K)

    I have seen this happen when
    <UL><LI>You have applied manual formatting to the field result
    <LI>The number of words in the field result increases as a result of a field update[/list]What happened was that the original field result had 3 words, manually formatted. The new result had 5 words. The first 3 words were correctly formatted but the last 2 were not.

    I fixed this by using a Paragraph Format that applied the correct formatting to the field result. How is your formatting applied?

    StuartR

  5. #5
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    Re: Fields and Formatting (Word2K)

    Hi, Stuart:

    You are correct on both counts (manual formatting and increased number of words).

    When you talk about a "Paragraph Format" do you mean "Format-Paragraph"? I tried doing that I didn't see how a font could be changed. How did you set up your Paragraph Format?

    Thanks for your help,

    Camille

  6. #6
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    Re: Fields and Formatting (Word2K)

    Sorry for my careless use of language.

    Create a Paragraph Style with all the formatting that you require and apply this to the paragraph containing your field result.

    StuartR

  7. #7
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    Re: Fields and Formatting (Word2K)

    I tried doing what you said, and it didn't work! I still get a hybrid font in the reference field!!!!! CouId I maybe send you the document and have you look it over?

    Thanks,

    Camille

  8. #8
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    Re: Fields and Formatting (Word2K)

    It worked for me <img src=/S/confused.gif border=0 alt=confused width=15 height=20>

    If you don't want to post your document here then send it as a private message

    StuartR

  9. #9
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    Re: Fields and Formatting (Word2K)

    Hi, Stuart:

    Here iit is. I've unprotected it so you can see what I mean.

    Many, many thanks for your help.

    Camille <img src=/S/nuts.gif border=0 alt=nuts width=15 height=15>
    Attached Files Attached Files

  10. #10
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    Re: Fields and Formatting (Word2K)

    All of your paragraphs appear to be formatted using the "Normal" paragraph style, with manual formatting added for the Font, Tabs, Indents etc.

    You should create new Paragraph Styles for each unique paragraph layout that you need and then apply these to every paragraph. When you finish there should be NO paragraphs that have a style of Normal. You create new styles from the Format =>Styles menu.

    You can get an idea of how this would work by simply creating two new styles, with names such as "Normal Times New Roman" and "Normal Courier" and applying these as appropriate. This will fix the problem you have described but it will mess up all your paragraph indents and tabs. You then need to either
    <UL><LI>Manually reapply all the tabs and indents[/list]OR
    <UL><LI>Create different paragraph styles for each combination of indent, font and tabs[/list]I prefer the second approach as it makes everything more maintainable.

    StuartR

  11. #11
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    Re: Fields and Formatting (Word2K)

    You are wonderful!!!! <img src=/S/kiss.gif border=0 alt=kiss width=34 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15> <img src=/S/rose.gif border=0 alt=rose width=15 height=15>

    Thank you so very much!

    Camille

  12. #12
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    Re: Fields and Formatting (Word2K)

    Hi, Stuart:

    Everything works...except one thing. I have a cc: list in two places. One in the Courier New cover letter and the other in the Times New Roman section. I did what you said and defined different styles for the different paragraphs. As I'm sure you know, each recipient in the cc: list is on a separate line.

    When I updated the cc: list field in the Times New Roman section, the first couple of names are in Times New Roman. The last name on the list is in Times New Roman, but the rest of the names are in Courier New! What to do? <img src=/S/hairout.gif border=0 alt=hairout width=31 height=23>

    Thanks,

    Camille

  13. #13
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    Re: Fields and Formatting (Word2K)

    If you post the document again, I'll try to take another look - but I'm about to go out and take my kids swimming, so maybe someone else will have a go.

    StuartR

  14. #14
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    Re: Fields and Formatting (Word2K)

    I really appreciate your help. Here it is again.

    Thanks sooo very much!

    Camille

  15. #15
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    Re: Fields and Formatting (Word2K)

    You still have quite a lot of paragraphs in style "Normal". Use
    Edit => Find => More => Format => Style => Normal to find them.

    The paragraphs on page 6 where you have a mixture of Courier and Times New Roman have a mixture of styles applied to them. You just need to take more care in applying the styles.

    StuartR

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